System Configuration Program

Transcription

Olympus Dictation Management System R6
System Configuration Program
Reference Manual
Contents
1 WELCOME TO SYSTEM CONFIGURATION PROGRAM ································· 7
1.1 Olympus Dictation Management System Outline··········································· 8
1.1.1 System Configurations of ODMS R6···························································· 8
1.1.2 Modules and Tools ·················································································· 10
1.2 Licenses ······························································································· 12
1.3 Operating Conditions·············································································· 13
1.4 Trademarks and Copyrights ····································································· 14
2 OVERVIEW OF SYSTEM CONFIGURATION PROGRAM ······························ 15
2.1 Starting and Exiting ··············································································· 16
2.2 Workgroup ··························································································· 17
2.3 Tasks ··································································································· 18
2.4 Users and Groups ·················································································· 19
2.5 Profiles ································································································ 20
2.6 Locking the Settings ·············································································· 21
2.7 Worktype and Option Item ······································································ 22
2.8 Olympus Update Service········································································· 23
2.9 Software and Firmware Management ························································ 24
2.10 Repository ·························································································· 26
2.10.1 Management Version ············································································· 26
2.10.2 Access Method ······················································································ 26
2.10.3 Folder Structure···················································································· 28
3 USER MANAGEMENT ················································································ 30
3.1 User Management Basics ········································································ 31
3.1.1 Selecting User Names ············································································· 31
3.1.2 User Creation Destination ········································································ 31
3.1.3 User Name and User Group Name Conflicts ················································ 31
3.2 Adding Users ························································································ 32
3.3 Adding Groups ······················································································ 33
3.4 Moving a User to Another Group ······························································ 34
3.5 Deleting Users or Groups ········································································ 35
3.6 Moving Users between Repositories ·························································· 36
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3.7 Moving User Groups between Repositories ················································ 37
4 MAKING PROFILE SETTINGS (ODMS R6 USERS) ····································· 39
4.1 Property ······························································································· 40
4.2 Folder Design ························································································ 42
4.2.1 Folder Tree ···························································································· 42
4.2.2 Attributes ······························································································ 46
4.2.3 Actions ·································································································· 48
4.3 Workflow ······························································································ 52
4.3.1 General ································································································· 52
4.3.2 Download ······························································································ 53
4.3.3 Advanced Download ················································································ 54
4.3.4 Import ·································································································· 55
4.3.5 Notification
························································································· 56
4.3.6 Routing
······························································································ 57
4.3.7 Author
······························································································· 57
4.3.8 Worktype
··························································································· 57
4.3.9 Direct Recording
·················································································· 58
4.3.10 Hands Free Recording ············································································ 60
4.3.11 Voice recognition - General ···································································· 62
4.3.12 Voice recognition – Real-time Voice Recognition
··································· 62
4.3.13 Voice recognition – Background Voice Recognition ····································· 63
4.3.14 Voice recognition – Text Correction ························································· 64
4.3.15 Voice recognition – Template ·································································· 65
4.3.16 Voice recognition – Dragon NaturallySpeaking ·········································· 67
4.3.17 Transcription
····················································································· 68
4.3.18 Receive (Author)
·············································································· 69
4.3.19 Receive (Transcriptionist)
·································································· 70
4.3.20 Auto Collection ····················································································· 70
4.3.21 Logging ······························································································· 71
4.4 User Settings ························································································ 72
4.4.1 General ································································································· 72
4.4.2 Keyboard ······························································································· 73
4.4.3 Playback Control ····················································································· 74
4.4.4 Transcribe Bar
····················································································· 75
4.5 E-mail / FTP·························································································· 76
4.5.1 E-mail ··································································································· 76
4.5.2 FTP ······································································································· 77
4.5.3 Send / Receive (Author)
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····································································· 78
4.5.4 Send / Receive (Transcriptionist)
·························································· 79
4.5.5 Proxy ···································································································· 80
4.6 Device ································································································· 81
4.6.1 Device Settings for DS-7000/3500
······················································· 82
4.6.2 Device Settings for DS-5000/5000iD/3400
4.6.3 Device Settings for RS-27/28/31
············································ 89
························································· 90
4.7 Update································································································· 91
4.8 Management ························································································· 92
4.8.1 Viewable Options ···················································································· 92
4.8.2 Device Settings
··················································································· 92
4.8.3 Logging ································································································· 94
4.8.4 Software Update ····················································································· 94
4.8.5 Firmware Updates
··············································································· 94
4.8.6 Device Detector ······················································································ 95
4.8.7 Workgroup Environment ·········································································· 95
5 MAKING PROFILE SETTINGS (DSS PLAYER PRO R5 USERS) ··················· 96
5.1 Property ······························································································· 98
5.2 Folder Design ······················································································ 100
5.2.1 Folder Tree ·························································································· 100
5.2.2 Folder Properties ·················································································· 104
5.2.3 Attributes ···························································································· 104
5.2.4 Actions ································································································ 106
5.3 Workflow ···························································································· 111
5.3.1 General ······························································································· 112
5.3.2 Download ···························································································· 114
5.3.3 Import ································································································ 115
5.3.4 Auto Classification ················································································ 116
5.3.5 Notification
······················································································· 117
5.3.6 Routing
···························································································· 118
5.3.7 Author
····························································································· 118
5.3.8 Worktype
························································································· 118
················································································ 119
5.3.10 Hands Free Recording ·········································································· 120
5.3.11 Voice Recognition ················································································ 121
··················································································· 121
············································································ 123
································································ 124
5.3.15 Auto Collection ··················································································· 125
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5.3.16 Logging ····························································································· 125
5.4 User Settings ······················································································ 127
5.4.1 General ······························································································· 127
5.4.2 Keyboard ····························································································· 128
5.4.3 Playback Control ··················································································· 130
··················································································· 131
5.5 E-mail / FTP························································································ 133
5.5.1 E-mail ································································································· 133
5.5.2 FTP ····································································································· 135
··································································· 135
························································ 136
5.5.5 Proxy ·································································································· 137
5.6 Device ······························································································· 138
·········································· 139
5.6.2 Device Settings for DS-4000/3300 ·························································· 146
5.6.3 Device Settings for RS-27/28
···························································· 149
5.7 Update······························································································· 150
5.7.1 Updating Regarding Authors and Author Groups ······································· 150
5.7.2 Updating regarding Transcriptionists and Transcriptionist Groups ················ 151
5.8 Management ······················································································· 152
5.8.1 Viewable Options ·················································································· 152
················································································· 153
5.8.3 Logging ······························································································· 154
5.8.4 Software Update ··················································································· 154
············································································· 155
5.8.6 Device Detector ···················································································· 155
5.8.7 Workgroup Environment ········································································ 156
6 SOFTWARE MANAGEMENT ····································································· 157
6.1 Supported Install Packages ··································································· 157
6.2 Updating the Install Package List Information ·········································· 158
6.3 Downloading an Install Package ····························································· 159
6.4 Adding Install Packages ········································································ 160
6.5 Deleting Installation Packages ······························································· 161
6.6 Auto Update of Install Packages ····························································· 162
6.7 Customizing the Default Operations of Install Packages ····························· 163
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7 FIRMWARE MANAGEMENT······································································ 164
7.1 Supported Update Programs ································································· 164
7.2 Adding Update Programs ······································································ 165
7.3 Deleting Update Programs ···································································· 166
7.4 Firmware Auto Update·········································································· 167
8 OPTION SETTINGS ·················································································· 168
8.1 General ······························································································ 169
8.2 Repository ·························································································· 170
8.3 Network ····························································································· 173
8.4 Download ··························································································· 173
8.5 Update······························································································· 173
9 APPENDIX ······························································································· 174
9.1 Names and Functions of Window Components ········································· 175
9.2 Names and Functions of Setting Dialog Boxes ·········································· 182
9.3 Menu Lists ·························································································· 202
9.4 List of Default Key Assignments ····························································· 203
10 SUPPORT CONTACTS············································································ 206
11 GLOSSARY ···························································································· 207
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1 Welcome to System Configuration Program
System Configuration Program is an application for administrators to implement Olympus Dictation
Management System R6 (ODMS R6) in an organization and to manage it.
System Configuration Program facilitates installation and updates of modules for users (Dictation Module
and Transcription Module), manages application settings for end users (authors and transcriptionists), and
updates firmware management.
Olympus Dictation Management System Outline
Licenses
Operating Conditions
Trademarks and Copyrights
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1.1 Olympus Dictation Management System Outline
Olympus Dictation Management System R6 (ODMS R6) is a Dictation/Transcription system that supports
assignments of various sizes, from individual users to multiple users. It can be used to capture audio data
highly compressed with an Olympus Digital Voice Recorder (hereinafter referred to as “recorder”), and
allows for real-time playback, editing, and insertion of index information.
ODMS R6 and the recorder support the playback of DSS, an international standard for audio recording,
Microsoft-promoted WMA, and MP3.
With peripheral devices connected, such as a DirectRec or a foot switch, it provides a variety of additional
functions, including audio streaming recording and remote control playback.
The Workgroup System supports Citrix XenApp/Presentation Server, and some other virtual environments.
It also supports Terminal Services provided by Windows Server products, allowing this product to be used via
the Terminal Services Client Virtual Driver.
In addition to DSSPlayer Pro R5 features, ODMS R6 offers the following:





Enhanced compatibility with Nuance Dragon NaturallySpeaking
Enhanced direct recording functions using Olympus Directrec devices
Citrix XenDesktop and VMware View support
Addition of new applications specialized for downloading dictation files
System management functions that enable sharing with DSSPlayer Pro R5
System Configurations of ODMS R6
Modules and Tools
1.1.1 System Configurations of ODMS R6
ODMS R6 offers two system variants with different administrative configurations.

Standalone System
With this configuration, an individual user enters the supplied license ID (for a single license),
installs the software on the system, and configures applications. User profiles (various settings for
each user) are located on local PCs and managed by individual users.
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Silent installation with a multi-license ID
Silent installation with a multi-license ID can standardize the settings
of multiple users. For information on how to achieve this, refer to
“Installation Guide.”

Workgroup System
With this system configuration, an administrator installs and configures the modules for each user,
and centrally manages and operates them under a multi-license.
This system requires License Manager to be installed to manage the multi-license.
User profiles are placed in a shared folder on the file server. The administrator uses the System
Configuration Program to assist each user in the configurations and installations. A significant part
of the user profile settings can be configured and locked with the System Configuration Program.
Workgroup System construction
For information on how to set up the Workgroup System, refer to
“Installation Guide.”
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1.1.2 Modules and Tools

Dictation Module
This is an application for an Author. It is mainly used to download a dictation file recorded with a
DVR (Digital Voice Recorder), or to record a dictation file directly onto a PC. It can automatically
send a downloaded or directly recorded dictation file via email or FTP. It also has the ability to
automatically receive a transcribed document file and manage it with a link to the corresponding
dictation file.

Transcription Module
This is an application for a Transcriptionist. The application can notify the Transcriptionist of the
arrival of a new dictation file, and then switch to a smaller window at the onset for easy
transcription. It automatically receives and captures dictation files, via email or FTP for transcribing.
It has document management capability that can automatically start your word processor software
before transcribing, and can manage a document with a link to the corresponding dictation file. In
addition, if the original dictation file was received via email or FTP, the application can automatically
send a document file to a specified destination immediately after the transcription has been
completed.

File Downloader
File Downloader is an application that enables easy downloading of a DVR-recorded dictation file to
a PC. The application starts up automatically whenever the PC is started, and remains resident in
the system. When connection to a DVR is detected, the application automatically downloads its files
and stores them in a specified location. The application offers a simple, efficient method of
download for users.
File Downloader can be installed on a computer that has the Dictation Module and/or the
Transcription Module installed, so any one of the applications can be used as required by the job at
hand.

System Configuration Program (Workgroup System Only)
System Configuration Program is an application for administrators, which is used when structuring
a Workgroup System. It facilitates the installation and updates of applications for endusers
(Dictation Module and Transcription Module), manages application settings for end users (Author
and Transcriptionist), and updates firmware management.
Installing the System Configuration Program will also install the Device Customization Program.
The Device Customization Program can customize, import, and export device settings.

License Manager (Workgroup System Only)
This application is used to manage licenses. It manages the licenses and accounts of Dictation
Module and Transcription Module in a workgroup system.
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The application can change each license account by grouping multiple single licenses into one
multi-license.

Client Virtual Driver (Workgroup system only)
Client Virtual Driver is installed on a client PC when running the Dictation Module and/or
Transcription Module under a Citrix XenApp/Presentation Server and Windows Server Terminal
Services. It supports communication between the client PC and server, which makes it possible to
use all of the Dictation Module and Transcription Module functions under a virtual environment.
A Citrix driver (for Citrix XenApp and Presentation server) and Windows Terminal Services driver
are provided for each virtual environment platform.
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1.2 Licenses
To use the ODMS R6 System Configuration Program, a separate System Configuration Program license ID is
required. The license ID is included in the ODMS R6 Administrators CD package.
Functional Scope of the License IDs
A System Configuration Program license ID can be used by all System Configuration Programs within a single
workgroup. That is to say, when multiple System Configuration Programs are installed within a single
workgroup, one license ID can be used to install and run all instances of System Configuration Program.
System Configuration Program can manage up tp two workgroups of different versions, one DSS Player Pro
R5 workgroup and one ODMS R6 workgroup with a single license ID.
However, in a structure of multiple workgroups of the same version within a Standalone environment
(company, organization, etc.), each workgroup requires its own individual System Configuration Program
license ID. For example, when three ODMS R6 workgroups are structured within an organization's network,
three System Configuration Program license IDs need to be provided and allocated to each of the
workgroups. When there are multiple System Configuration Programs installed within each workgroup, the
single license IDs assigned to each group can be used to install all System Configuration Program instances
within the corresponding workgroup only.
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1.3 Operating Conditions
The following table lists the System Configuration Program operating conditions.
Items
OS
CPU
Memory
HDD Space
.NET Framework
Drive
Display
Browser
Virtual
Environment
Platform
Condition
Microsoft® Windows®XP
 Professional Edition SP3 (x86)
 Professional Edition SP2 (x64)
Microsoft® Windows Vista®
 Ultimate/Enterprise/Business SP2 (x86/x64)
Microsoft® Windows 7®
 Ultimate / Enterprise / Professional
(x86/x64)
 Ultimate / Enterprise / Professional SP1 (x86/x64)
Microsoft® Windows® Server 2003
SP2 (x86/x64)
Microsoft® Windows® Server 2003 R2 SP2 (x86/x64)
Microsoft® Windows® Server 2008
SP2 (x86/x64)
Microsoft® Windows® Server 2008 R2
(x86/x64)
Microsoft® Windows® XP: 1 GHz or higher
Microsoft® Windows Vista®: 1 GHz or higher
Microsoft® Windows 7®: 1 GHz or higher
Microsoft® Windows® Server 2003: 1 GHz or higher
Microsoft® Windows® Server 2008: 2 GHz or higher
Microsoft® Windows® XP: 256 MB or higher
Microsoft® Windows Vista®: 1 GB or higher
Microsoft® Windows 7®: 1 GB or higher (x86)/2 GB or higher (x64)
Microsoft® Windows® Server 2003: 256 MB or higher
Microsoft® Windows® Server 2008: 2 GB or higher
At least 2 GB of free space
.NET Framework 4.0 or higher
CD-ROM drive installed
1024 x 768-pixel resolution or higher
65,536 colors or more (16.77 million colors or more recommended)
Microsoft® Internet Explorer 6.0 or later (with the latest Service Pack applied)
 Windows Terminal Services*
Microsoft® Windows® Server 2003/2008 Terminal Services
Microsoft® Windows® Server 2008 RemoteApp
* Requires separate TS CAL license.
 Citrix Presentation Server*
 Citrix Presentation Server 4.5
(Requires Citrix Online Plugin 12.0.0 or higher.)
 XenApp 5/6
(Requires Citrix Online Plugin 12.0.0 or higher.)
 XenDesktop 4/5
* Requires separate Citrix license.
 VMWare
Supported
Languages
VMWare View 4.5
English, French, German, Spanish, Russian, Swedish
Installing ODMS R6 requires the privileges of Administrator.
Currently supported operating systems are listed on our Web page. For
the latest information, please visit the Olympus Web site at
http;//www.olympus-global.com/en/global/
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1.4 Trademarks and Copyrights

Microsoft, Windows, Windows Media, Windows Media Player, Windows Server, Outlook, DirectX, Active
Directory, and DirectShow are trademarks or registered trademarks of Microsoft Corporation in the
United States and/or other countries.

Citrix, ICA (Independent Computing Architecture), MetaFrame, and Program Neighborhood are
trademarks or registered trademarks of Citrix Systems, Inc., in the United States and/or other
countries.

Nuance, the Nuance logo, Dragon, Dragon NaturallySpeaking, and RealSpeak are trademarks and/or
registered trademarks of Nuance Communications Inc., and/or its affiliates in the United States
and/or other countries.

GroupWise, Netware, and Novell are trademarks or registered trademarks of Novell, Inc., and/or its
affiliates in the United States and/or other countries.

Lotus Domino and Lotus Notes are trademarks or registered trademarks of IBM Corporation and/or its
affiliates in the United States and/or other countries.

Baltech Transponder is a trademark or registered trademark of BALTECH AG and/or its affiliates in the
United States and/or other countries.

Inner Media, DynaZip, and Active Delivery are trademarks or registered trademarks of Inner Media
Inc. and/or its affiliates in the United States and/or other countries.

SocketTools is a trademark or registered trademark of Catalyst Development Corporation.

Other company and product names mentioned in this document are trademarks or registered
trademarks of their respective owners.
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2 Overview of System Configuration Program
This section describes the basic information that an Administrator needs to know before using System
Configuration Program.
Starting and Exiting
Workgroup
Tasks
Users and Groups
Profiles
Locking the Settings
Worktype and Option Item
Olympus Update Service
Software and Firmware Management
Repository
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2.1 Starting and Exiting
Use the following procedures to start and exit System Configuration Program:
Starting
Start System Configuration Program to use its functions.
Procedure
1.
In the Windows [Start] menu
click [Programs] - [Olympus Manager Tool] – [System Configuration Program], in
that order.
System Configuration Program will start and the main window will appear.
Auto Start
If you activate the Auto Start function, System Configuration Program will automatically start when Windows
is started.
When Auto Start occurs, the main window will not appear because the start-up is executed as a background
job. During execution as a background job, the System Configuration Program icon will appear in the system
tray.
To set auto start, use the “General” tab in the Option settings.
Exiting
You can exit System Configuration Program using the procedure below:
Procedure
1.
Click
in the main window, or select [Exit] from the File menu.
System Configuration Program will close.
 If software or firmware is being downloaded when you attempt to exit the application,
a confirmation dialog box will appear to ask if System Configuration Program is to be
closed.
 If execution as a background job has been enabled, System Configuration Program
will not finish; the job is executed as a background one. During execution as a
background job, the System Configuration Program icon will appear in the system
tray.
 To specify execution as a background job, use the [General] tab in the Option
settings.
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2.2 Workgroup
A workgroup indicates a management unit in an ODMS R6 workgroup system for management by an
administrator using System Configuration Program/License Manager.
Normally, a single License Manager is deployed in a workgroup for central management of all Dictation
Module and Transcription Module license IDs within the workgroup. License Manager must be deployed on a
server PC that is always running where it can always issue licenses in response to license requests from the
Dictation Module or Transcription Module.
Also, installing System Configuration Program on an administrator PC on the same network will make it
possible to perform central management of Dictation Module/Transcription Module settings, updates, etc.
within the workgroup. System Configuration Program can be installed on multiple PCs if there are multiple
administrators or if a single administrator uses multiple PCs for management tasks.
The diagram below shows a typical configuration of a workgroup system:
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2.3 Tasks
The System Configuration Program supports three different tasks: user management, software
management, and firmware management. You can easily switch tasks by clicking on the buttons on the task
bar.
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2.4 Users and Groups
A workgroup can include three types of users: Author, Transcriptionist, and Manager. The user types that are
managed with System Configuration Program are Author and Transcriptionist.
The table below describes the individual user types:
Type
Author
Transcriptionist
Manager
Details
This is a user who dictates.
ODMS R6 provides Dictation Module as an application for
Authors.
For a workgroup, Dictation Module users are managed as
Authors.
In this document, items only for Authors are marked
.
This is a user who transcribes dictation to a document.
ODMS R6 provides Transcription Module as an application for
Transcriptionists.
For a workgroup, Transcription Module users are managed as
Transcriptionists.
In this document, items only for Transcriptionists are marked
.
This is a user who manages a workgroup. DSS Player Pro R5
provides System Configuration Program as a tool for
Managers.
A group is an assembly of users. System Configuration Program allows multiple users to be managed in
groups. A group falls into one of two categories: an Author group, which is an assembly of Authors, or a
Transcriptionist group, which is an assembly of Transcriptionists. The application provides the built-in groups
[Authors] and [Transcriptionists] for immediate use after registration. If a group is not specified by an
administrator, [Authors] and [Transcriptionists] are considered the default groups.
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2.5 Profiles
A profile refers to setting information regarding users and groups managed with System Configuration
Program.
Profiles are managed according to each user and group. A profile that contains user (Author or
Transcriptionist) information is called a user profile, and a profile that contains group (Author group or
Transcriptionist group) information is called a group profile. These profiles are stored in repositories.
When a user in a workgroup uses a module (Dictation Module or Transcription Module), module setting
information is acquired from his/her profile stored in the repository. If a user profile has not yet been created
in the repository, the module automatically creates a new user profile in the repository. In this case, the user
will belong to one of the built-in groups, [Authors] or [Transcriptionists].
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2.6 Locking the Settings
System Configuration Program allows profile settings to be locked so that Authors and Transcriptionists
cannot change them. Settings can be locked according to each user or group.
The items that can be locked are marked with
, a checkbox for locking, in the Profile dialog box.
Locking According to Each User
When the settings of a user profile have been locked, the items in the Option Settings dialog box of the
module used by Authors or Transcriptionists are marked with
(lock icon) so that Authors and
Transcriptionists cannot change the settings.
Locking According to Each Group
If the settings of a group profile are locked, all of the user profiles in the group retain the same settings as
those of the group. However after the setteings are implemented, each user can configure the settings. In
the Option Settings dialog box of the module used by Authors and Transcriptionists, the locked items are also
marked with
(lock icon), so that Authors and Transcriptionists cannot change the settings from
Dictation/Transcription Module.
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2.7 Worktype and Option Item
Worktypes and Option Items are IDs, like the Author ID, used to classify recorded files.
Worktypes are defined as strings, including department names or category names of recorded files. Option
Items are used to further embed detailed information in a Worktype.
Each recorded file is assigned a pre-defined Worktype.
For example, with a Worktype associated with a document file template, the template can be opened and a
document is automatically created in the appropriate format before dictation file transcription begins.
ODMS R6 can register up to twenty Worktypes. Each Worktype can have up to ten Option Items registered.
The following diagram shows the relationship between Worktypes and Option Items. In this diagram, a
Worktype FAX is associated with two Option Items labeled TO and TITLE.
An Option Item consists of input data and its label. Once a label has been registered, its value can be entered.
An Option Item is usually input with a bar code.
Whether to input multiple labels at once with a single bar code scanning or to input them
separately with a series of bar code scannings can be configured in the Worktype
Property dialog box.
=> [Workflow] - Worktype
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2.8 Olympus Update Service
Olympus Update Service refers to the Olympus Web service that provides software and firmware update
programs. System Configuration Program acquires update information from the Olympus download server
so that new update programs can be downloaded automatically or manually.
To use the Olympus Update Service, the computer in use must be connected to the
Internet.
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2.9 Software and Firmware Management
This section describes the software and firmware management functions.
Manageable Software and Firmware
System Configuration Program is able to manage the following software and firmware:
Software




Dictation Module and Transcription Module
Citrix Client Driver
Terminal Service Client Driver
License Manager
Firmware



DS-7000
DS-3500
DS-5000/5000iD
Importing Software and Firmware
System Configuration Program supports Olympus Update Service, and is able to download and manage
software and firmware updates from the Olympus download server. It also allows you to manually load
software or firmware stored in another location, such as an installation medium. Software or firmware
loaded by System Configuration Program is stored in a repository so that it can be managed by System
Auto Distribution of Firmware and Software
The SCP supports the auto distribution function for some software and firmware that it is managing. When
the auto distribution function is enabled, starting up the software on a client PC will cause a software update
program and firmware update program located in the repository to be automatically downloaded to the client
PC, so software and/or firmware can be updated automatically.
The auto distribution enable/disable setting can be configured for individual users or for a specific user group.
For example, if you want to try a test installation with a limited number of users before performing a formal
update, you could enable auto distribution for specific users or a specific user group.
The software auto distribution function is supported only by certain software. To update software that does
not support auto distribution, the user must download directly from the repository and perform a manual
update.
Software
Dictation Module
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Support
Status
(R6)
Y
Support
Status
(R5)
Y
Remarks
Citrix Client Driver
Terminal Service Client Driver
License Manager
The firmware update program auto distribution function runs when Dictation Module and/or Transcription
Module are started up while the auto distribution target device is connected to the PC. Simply connecting the
device to the PC does not run auto distribution and update.
Firmware
Support
Status
(R6)
DS-7000
Y
DS-3500
Y
DS-5000/5000iD
Y
Support
Status
(R5)
Remarks
Auto distribution does not run in the case
of DSS Player
Pro R5 Dictation
Module/Transcription Module.
Y
Update Check
You can set the method for update checks in a user or group profile.
For details, see “Software Update” or “Firmware Update.”
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2.10 Repository
A repository refers to a place for storing data managed with System Configuration Program. The location of
a repository must be set when System Configuration Program is installed.
Management Version
Access Method
Folder Structure
2.10.1 Management Version
Two types of repositories can be managed with ODMS R6. One is for an ODMS R6 workgroup, while the other
is for a DSS Player Pro R5 workgroup. Each repository type can manage only specific client application
versions (Dictation Module, Transcription Module). The ODMS R6 repository can manage users of ODMS R6
client application, but it cannot manage users of DSS Player Pro R5 client applications. If a single workgroup
consists of a mixture of ODMS R6 users and DSS Player Pro R5 users, two repositories must be created
within the workgroup (one for ODMS R6 and one for DSS Player Pro R5), and both of them must be
registered with System Configuration Program.
The user profiles created by each of the repositories apply the format that matches the client application
being managed. The formats of profiles stored by the ODMS R6 repository and the format of profiles stored
by the DSS Player Pro R5 repository are different from each other.
This means that if Explorer or some other file manager is used to move user profiles between repositories
under different types of management, it can result in improper operation of client applications. To move user
profiles between repositories, perform the operations described under System Configuration Program GUI
Operations.
The ODMS R6 System Configuration Program supports only the latest version of Dictation
Module and Transcription Module for DSS Player Pro R5. Be sure to update the DSS Player
Pro R5 client applications to the latest versions.
2.10.2 Access Method
Either of the two methods described below can be selected to access an ODMS R6 repository from a client
(System Configuration Program, Dictation Module, etc.)


Shared Folder Type
Repository Service Type
With both of these repository types, the repository itself is a folder on the network.
With the shared folder type, the network administrator uses the Windows folder sharing function or other
tools to publish a shared repository folder. System Configuration Program places profiles, update programs,
and other files into the shared folders. When Dictation Module and/or Transcription Module are started up,
they reference the shared folder and import any settings configured by System Configuration Program. This
is the basic structure of the shared folder type repository.
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With the shared folder type repository, Dictation Module/Transcription Module directly writes
repository-shared data. Because of this, full access permissions must be granted to all users of Dictation
Module and/or Transcription Module.
However, organization or network security policy issues may make it impossible to grant all users full access
to the repository folders. Repository Service is a program that resolves this problem by providing mediation
between the repository, and System Configuration Program and Dictation Module/Transcription Module.
Once Repository Service is installed, profile writing in the repository by System Configuration Program or
Dictation Module/Transcription Module is performed by exchanging data with Repository Service. Folders
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actually in the repository are accessed only by Repository Service at this time. System Configuration
Program and other applications do not directly access the repository itself. Because of this, only Repository
Service needs to be granted full access to the folders actually in the repository.
Via Repository
Service
Direct client
access
Repository Service mediates only in the case of profile reading and writing. If the software
and/or firmware auto distribution function is being used, System Configuration Program and
Dictation Module/Transcription Module directly access auto distribution folders and perform
storage and execution as required. Because of this, folders for storing update programs must
be made shared files and users must be granted the permissions described below.
 System Configuration Program users must be granted full access permissions.
 All Dictation Module/Transcription Module users must be granted read/execute
permissions.
A Repository Service type repository can be used only in an ODMS R6 workgroup. Repository Service cannot
be used in a DSS Player Pro R5 workgroup.
2.10.3 Folder Structure
These are the actual repository folders.
System folders are automatically created as repositories in the specified folder when System Configuration
Program and/or Repository Service access.
(1) Shared Folder Type
The folders described below are structured in the case of a shared folder type repository. Profiles and update
programs are collectively managed in the specified folder.
Folder
UserProfiles
SW_Updater
FW_Updater
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Functions
Stores user or group profiles managed by System Configuration
Program
Stores software installation packages managed by System
Configuration Program
Stores firmware update programs managed by System
The structures of repositories in shared folder repositories for ODMS R6 is different from
DSS Player Pro R5.
(2) Repository Service Type
Folders are divided into profile management folders and update management folders to be managed when
Repository Services is installed.
The folder for profile management has the structure described below.
Folder
UserProfiles
Functions
Stores the profiles of users and groups managed by System
The folders for update programs have the structure described below.
Folder
SW_Updater
FW_Updater
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Functions
Stores software install packages managed by System Configuration
Program.
Stores update programs of firmware managed by System
3 User Management
This section describes the procedures for user management tasks.
For user management tasks, you can manage Authors and Transcriptionists belonging to workgroups.
For the names and functions of the user management window components, see “User
management window”
User Management Basics
Adding Users
Adding Groups
Moving a User to Another Group
Deleting Users or Groups
Moving Users between Repositories
Moving User Groups between Repositories
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3.1 User Management Basics
This section describes basic items connected with user management.
Selecting User Names
User Creation Destination
User Name and User Group Name Conflicts
3.1.1 How to Decide User Names
For user names, use the same names as the Windows Login name (or the domain login name in the case of
an environment that uses domain control) of the user who uses the client application (Dictation Module or
Transcription Module).
3.1.2 User Creation Destination
System Configuration Program can manage one each of an ODMS R6 repository and a DSS Player Pro R5
repository. The profile creation destination repository is determined by the version of the client application
(Dictation Module, Transcription Module) used by the user.

For a DSS Player Pro R5 Dictation Module/Transcription Module user, create a user profile in the DSS
Player Pro R5 repository.

For an ODMS R6 Dictation Module/Transcription Module user, create a user profile in the ODMS R6
repository.
3.1.3 User Name and User Group Name Conflicts
Each user and user group must have a unique name in a repository. In the case of users, multiple users with
the same user name cannot exist, even if they belong to different user groups within the same repository.
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3.2 Adding Users
Use the following procedure to add new users to System Configuration Program:
Procedure
1.
In the User Management window group tree, select the repository/group to which
you want to add a user.
 When adding an Author, select a group shown under [Authors].
 When adding a Transcriptionist, select a group shown under [Transcriptionists].
2.
Click
on the toolbar.
The Profile dialog box will appear.
3.
Make settings for the profile.
Refer to the section below for information about profile settings.
 ODMS R6 Users => Making Profile Settings (ODMS R6 Users)
 DSS Player Pro R5 Users => Making Profile Settings (DSS Player Pro R5 Users)
4.
Click the [OK] button.
This will add the user to the selected repository and group.
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3.3 Adding Groups
Use the following procedure to add new groups to System Configuration Program:
Procedure
1.
In the User Management window group tree, select the [
[
Authors] or
Transcriptionists] of the repository where you want to create a group.
 When adding an Author group, select [
Authors].
 When adding a Transcriptionist group, select [
Transcriptionists].
 Groups can be added only to [ Authors] or [ Transcriptionists], which are built-in
groups.
 You cannot add a new group to another newly added group.
2.
Click
on the toolbar.
The Profile dialog box will appear.
3.
Make settings for the profile.
Refer to the section below for information about profile settings.
 ODMS R6 Users => Making Profile Settings (ODMS R6 Users)
 DSS Player Pro R5 Users => Making Profile Settings (DSS Player Pro R5 Users)
4.
The group will be added under the selected repository [
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Authors] or [
Transcriptionists].
3.4 Moving a User to Another Group
Use the following procedure to move a user to another group:
Procedure
1.
Select a user from the member list in the user management window.
2.
Click
on the toolbar.
The Move User dialog box will appear.
 If you have specified an Author for movement, a list of Author groups will appear.
 If you have specified a Transcriptionist for movement, a list of Transcriptionist groups
will appear.
3.
Select a group to which the user is to be moved.
4.
Click the [Move] button.
The user will be moved to the selected group.
 You may also drag and drop a user into another group on the member list in order to
move the user to that group.
 If the move destination group profile has a setting that is locked, the corresponding
setting of the moved profile will also be locked.
=> Locking the settings
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3.5 Deleting Users or Groups
Use the following procedure to delete users or groups:
Procedure
1.
Select users or groups to be deleted from the group tree in the user management
window.
2.
Click
on the toolbar.
A confirmation dialog box will appear.
3.
Check the message and click the [Yes] button.
The selected user or group will be deleted.
 [Authors] and [Transcriptionists], which are built-in groups, cannot be deleted.
 Deleting a user-created Author group automatically moves that group’s Authors to
the built-in [Authors] group.
 Deleting a user-created Transcriptionist group automatically moves that group’s
Transcriptionists to the built-in [Transcriptionists] group.
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3.6 Moving Users between Repositories
User profiles can be moved or copied between repositories. Only moving and copying user profiles from a
DSS Player Pro R5 repository to an ODMS R6 repository is supported.
A user in an ODMS R6 repository cannot be moved or copied to a DSS Player Pro R5
repository.
When upgrading a client to ODMS R6 and using System Configuration Program to move or
copy users to an ODMS R6 repository, it is recommended that the DSS Player Pro R5
repository user profiles be maintained just in case. Otherwise, if the user profiles are deleted
from the DSS Player Pro R5 repository, there will be no way to perform a rollback from ODMS
R6 if the client needs to be returned to DSS Player Pro R5 for some reason. In this case, new
users will have to be re-created.
The formats of profiles stored by the ODMS R6 repository and the format of profiles stored by the DSS Player
Pro R5 repository are different from each other.
When a user profile is copied between repositories, its format is automatically converted to the format of the
destination repository.
Procedure
1.
In the User Management window member list, select the user you want to move.
2.
Drop the icon of the user being moved onto the destination repository root or onto
the destination user group.
A confirmation message will ask if you want to keep the profile of the user being moved in the
source repository.
・ When moving or copying to a particular user group, you need to drop the user being
moved onto a user group that is the same user type (Author or Transcriptionist).
Moving or copying between different user types is not supported.
・ When a user is dropped onto a repository root, the user will be moved or copied
directly under [ Authors] or [ Transcriptionists]. The user will be automatically
routed to the proper move/copy destination in accordance with its user type.
3.
Select whether or not to leave the user profile in the source repository.
[Yes]: Leaves the user profile in the source (user copy).
[No]: Does not leave the user profile in the source (user move).
4.
A user profile for the moved user will be created where you dropped it. The
destination repository will process the user profile being moved in accordance with
the selection you specified in step
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3.
3.7 Moving User Groups between Repositories
In addition to moving and copying users, user groups can also be moved or copied between repositories.
Only moving and copying group profiles from a DSS Player Pro R5 repository to an ODMS R6 repository is
supported.
Moving or copying a user group also moves or copies all of the users registered in the group. At this time, the
profiles of the user group being moved are converted to the format of move destination repository version.
If there is already a user group at the move destination repository with the same name as the user group
being moved, the users belonging to the group being moved will be added to the existing user group in the
destination repository. The user group settings of the existing user group in the destination repository will be
applied as user group settings.
Procedure
1.
In the User Management window group tree or member list, select the user group
you want to move.
2.
Drop the icon of the user group being moved onto the move destination repository
root.
A confirmation message will ask if you want to keep the profile of the user group being moved
in the source repository.
3.
Select whether or not to leave the user group profile in the source repository.
[Yes]: Leaves the user group profile in the source (copy).
[No]: Does not leave the user group profile in the source (move).
4.
If there is a group with the same name in the destination repository, a confirmation
message will appear asking if the users belonging to the user group being used
should be added to the existing user group in the destination repository.
[Yes]: Adds the members of the user group being used to the existing user group in the
destination repository. The user group settings of the existing user group in the
destination repository will be applied as user group settings.
[No]:
Cancels the move/copy process.
・ If there is already a user in the destination repository with the same name as a user
in the group being moved, a confirmation message will appear asking whether or not
the settings of the existing user should be overwritten with the user being moved to
the repository. Select [Yes] to overwrite the user settings with those being moved.
If you want to use the existing user settings at the move destination, select [No].
・ The user overwrite confirmation message will appear for each applicable user.
・ Multiple users cannot have the same name, even if they belong to different user
groups. The overwrite confirmation message will appear even if the like-named
users are in different user groups.
5.
If you selected [Yes] in step4, a confirmation message will appear asking if you want
to update the user group settings of the users being added with the move destination
user group settings.
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[Yes]: Updates the settings of all users being moved to the existing group with the group
settings of the existing user group.
[No]:
6.
Adds all of the users being moved to the destination user group without changing their
user settings.
A user group will be created where you dropped the group being moved. Profiles for
the group members are also created at the same time. The destination repository
will process the user profiles being moved in accordance with the selection you
specified in step
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3.
4 Making Profile Settings (ODMS R6 Users)
This section explains how to configure profile settings of the users and user groups that use ODMS R6 client
applications (Dictation Module, Transcription Module).
Settings that can be configured with System Configuration Program depend on the client application version.
For information about how to configure profile settings of the users and user groups that use DSS Player Pro
R5 client applications (Dictation Module, Transcription Module), refer to “Making Profile Settings (DSS Player
Pro R5 Users)”.
Setting items are grouped according to the categories described below.
Categories
Property
Folder Design
Workflow
User Settings
E-mail / FTP
Device
Update
Management
Functions
Sets user or group identification information
Sets up folders to be used by an Author or Transcriptionist
Sets up workflows to be performed by an Author or
Transcriptionist
Sets up items related to facilitating user operations
Sets up user email and FTP
Sets up devices to be used by Authors and Transcriptionists
Sets up software updating.
Sets up items for an administrator
 You cannot set up profiles for [Authors] and [Transcriptionists], which are built-in
groups.
 The default settings for new users depend on the group to which they are added. In
cases where they are added to the built-in [Authors] or [Transcriptionists] group,
the default settings will conform to the settings of the application. If they are added
to other groups, the default settings will conform to the settings of the groups to
which they are added.
Property
Folder Design
Workflow
User Settings
E-mail / FTP
Device
Update
Management
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4.1 Property
Set user or group identification information.
User Properties
The table below shows user identification information to be set.
Items
User Name
First Name
Last Name
Full Name
Telephone Number
E-mail Address
Network Environment
Department
Notes
[Search] Button
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Details
Enter a name to identify the user. Specify the user ID for
logging in to the PC. (Mandatory)
Enter the first name of the user. (Optional)
Enter the last name of the user. (Optional)
Enter the full name of the user. This is automatically
entered when the first name and last name are entered.
(Optional)
Enter the phone number of the user. (Optional)
Enter the email address of the user. (Optional)
From the drop-down list, select “Local” or “Remote” as
the user’s network environment. (Optional)
Enter the department of the user. (Optional)
Enter any additional information about the user.
(Optional)
A dialog box for a user search appears so that you can
search the active directory for a user. Select a user and
then click the [OK] button. The user’s information will be
set in the Property dialog box. (Optional)
Group Properties
The table below shows group identification information to be set.
Items
Group Name
Notes
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Details
Enter a name to identify the group. (Mandatory)
Enter any additional information about the group.
(Optional)
4.2 Folder Design
You can customize a folder for saving dictation files and document files.
Folder Tree
Attributes
Actions
4.2.1 Folder Tree
The folder tree is shown to the left of the Profile dialog box under Folder Design.
The folder structure of the Dictation Module/Transcription Module of the user or group currently selected will
be shown on the display.
The types of folders displayed will differ slightly depending on whether the selected user is an Author, Author
group, Transcriptionist, or Transcriptionist group.
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Folder Functions
The table below shows the functions of individual folders.
For the property settings of individual folders, see “Folder Properties.”
Folders to be displayed differ depending on the type of user or group selected.
The [Relevant Users] column in the table below shows the relevant types of users and their accompanying
icons:
: Author or Author group
: Transcriptionist or Transcriptionist group
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Folder Names
Dictation Tray
Download Tray
Folders A to
Descriptions
This is a virtual folder that allows users to manage dictation
files.
These folders are shortcut folders for users to download and
manage dictation files from the recorder.
Folders G
Custom Folder
Subfolder
Recording Folder
Inbox
Outbox
(
E-mail /
FTP)
Sent Items
Forwarded
Finished
Backup
Recycle Box
Transcriptionist
Tray
Document Tray
My Documents
Outbox
(
E-mail /
Sent Items
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FTP)
This is a shortcut folder that allows users to manage dictation
files. If a new folder is created under this folder, the same
attributes will apply.
This is a shortcut folder that allows Authors to manage
incomplete dictation files (recording pending status).
This is a shortcut folder for Transcriptionists to receive
dictation files through email or FTP. Dictation files that do not
meet the reception rules are stored in this folder.
This is a virtual folder that is the first destination when a
dictation file is sent via email or FTP. When transmission is
completed, the files are moved to Sent Items.
Outbox consists of two virtual folders, E-mail and FTP, which
are managed separately.
dictation files that have been sent from the E-mail and FTP
folders.
Once a dictation file has been sent, it is moved into the Sent
Items folder.
This is a shortcut folder that allows Transcriptionists to
manage dictation files that have been transmitted. When
manual transfer through email or FTP is successfully
performed, this folder is used to move the original dictation
files as sent files.
files for which transcription and voice recognition have been
finished.
This is a shortcut folder that allows the user to back up
original dictation files when downloading or importing them.
This is a shortcut folder that allows users to temporarily store
old or unnecessary dictation files.
This is a virtual folder that allows Transcriptionists to view
dictation files other than those in the Outbox (E-mail / FTP
included), Forwarded, Finished, Backup, and Recycle Box
folders.
This is a virtual folder that allows users to manage document
files. Registering the extensions of document files enables
them to be managed with My Document.
This is a shortcut folder that allows users to manage
document files. Document files received through email and
FTP are stored in this folder.
This is a virtual folder that is the first destination of a
document file when sent by a Transcriptionist via email or
FTP. Once transmission is completed, the files are moved to
Sent Items.
manage document files that have been sent from the E-mail
and FTP folders.
Items folder.
Relevant
Users
Sharing My Document Folder
In a case where My Document folder is set as a shared folder on the network, only
transcribed document files will be displayed.
Folder Settings
You can specify to display or not display folders used by individual users and groups. You can also create, add,
and delete folders.
Using the checkbox beside a folder name, an administrator can specify whether the folder is to be available
or unavailable to users or groups.
Deactivated folders will not be shown in the folder tree of Dictation Module/Transcription Module used by the
user or group currently selected. Moreover, the user is not allowed to perform file operations (download,
import, move, copy) related to the folder.
The following operations allow folders to be added and deleted. Note that some folders cannot be added or
deleted.


To create a new folder, click the [New] button.
To add a folder, click the [Add] button, and then make settings in the displayed Browse for Folder
dialog box.

To delete a folder, select it, and then click the [Remove] button.
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4.2.2 Attributes
Set up the folder attributes. Properties that can be configured depend on the folder.
Enabled
Specify whether to display folders in the folder tree.
This setting is linked with the checkbox On/Off of the folder tree.
Folders with non-display specified are not shown in the folder trees of Dictation Module/Transcription Module
so that users cannot perform file operations (download, import, move, copy) regarding the folder.
Name
Set a folder name.
Click on the cell and enter a folder name directly.
Synchronize Folder Name
When this is enabled, the Name attribute will automatically change to the same name of the folder specified
through the Path attribute.
Path
Enter the path to the folder. Or, folder variables can be used as part of the path to make it easier to configure
a path to match a client environment.
Folder Variables
The following folder variables can be used to set folder paths.
Variable Names
AppDataFolder
CommonAppDataFolder
DesktopFolder
LocalAppDataFolder
PersonalFolder
TempFolder
USERPROFILE
Details
Application Data folder of each user
A common Application Data folder for all users
Desktop folder of each user
Local Application Data folder of each user
My Document folder of each user
Temporary folders under system administration
Folders containing individual user profiles
Encryption
Setting the Enabled attribute to [Yes] causes files in the folder to be encrypted with passwords. If a password
has not been set, it has to be set in the Encryption Password dialog box that is displayed when the encryption
procedure is started. Moving the folder does not affect the Encryption attribute.
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For the password setting method, see the “Password” section below.
Password
If you activate the Encryption attribute, you must also set a password for encrypting the files stored in the
folder.
Click the
button, and then use the displayed Encryption Password dialog box to set or change the
password.
The password must consist of 4 to 16 alphanumeric characters.
Or an encryption strength setting can be configured for the encryption of a file recorded in DSS Pro format.
The High setting can be used to apply higher strength encryption.
 Files are encrypted using a 128-bit encryption key in Standard mode, and a 256-bit
encryption key in High mode.
 The password is the same in Standard mode and High mode. An encryption key, suitable
for the specified encryption mode, is generated from the password, with a key length
that is in accordance with the encryption mode set within the program.
Ownership
Setting the Enabled attribute to [Yes] hinders dictation files from moving to the Transcription Module
Finished folder when transcription is finished.
The Ownership attribute can be set to Download Tray and Custom Folder. The subfolders of the set folder are
also assigned the same Ownership attribute.
Ownership
Auto Collection
Dictation file in Transcription Finished State
Yes
Yes
No
No
Yes
Will be moved to the Dictation Module Finished
folder (setting with the rule)
=>[Workflow] - Auto Collection
Will not be moved
Will be moved to the Transcription Module
Finished folder
Will not be moved
No
Document Type
Set the types (extensions) of document files to be supported by the folder.
Click the
button, and then use the displayed Support Document Type dialog box to set the extensions of
document files.
You can set up to 100 extensions.
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4.2.3 Actions
Make settings regarding folder operations. Properties that can be configured depend on the folder.
Auto Download
Specify whether to automatically download dictation files from a recorder.
Click the [+] button to make settings for Auto Download.
Enabled
: When set to [Yes], the device’s multiple storage media will be detected, and files will
be automatically downloaded. When downloading is complete, a completion
message will be temporarily displayed.
Locked
: To prevent users from changing settings
Format Conversion
Set up auto format conversion of files stored in the folders.
Click the [+] button to make settings for Format Conversion.
Enabled
: To enable/disable auto format conversion
Target Format
: To select a file format
Format Attributes : To select an audio format
Original Dictation : To delete the original file after conversion
Locked
: To prevent users from changing the settings
To make settings, you may also use the Conversion Settings dialog box displayed by clicking the
button.
Send via E-mail
Specify whether to automatically transmit files via email.
Click the [+] button to make settings for Auto Send via E-mail.
Auto Send
: To enable/disable auto transmission via email
Profile
: To select the profile to be used for auto transmission
TO
: Address (destination) of the email
CC
: Destination of a copy of the email (This destination will be disclosed to other
recipients.)
BCC
: Destination of a blind copy of the email (This destination will not be disclosed to
other recipients.)
Subject
: Subject of the email
Message
: Main text of the email
Confirmation Dialog box
: To specify display or non-display of a confirmation dialog box at the
time of auto transmission
Locked
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
If multiple profiles exist for E-mail, a dialog box for selecting one profile will appear.
If no profile is present for E-mail, a new profile can be created after the confirmation dialog box is
displayed.
=> E-mail / FTP
To make settings, you may also use the Send E-mail Destinations dialog box displayed by clicking the
button.
Send via E-mail (Alternate Profile)
Selecting “Yes” for the “Auto Send” attribute enables the alternative function of “Send via E-mail”.
In cases where email cannot be transmitted with the profile of “Send via E-mail”, transmission will be
attempted with this profile.
If both “Send via E-mail” and “Send via E-mail (Alternate)” fail to transmit, a warning message will be
displayed so that you can select which profile to use.
To make settings, you may also use the Destination of Sent email dialog box displayed by clicking the
button.
Send via FTP
Specify whether to automatically transmit files via FTP.
Click the [+] button to make settings for Auto Send via FTP.
Auto Send
: To enable/disable auto transmission via FTP
Profile
: FTP profile to be used for auto transmission
: Shows or hides the confirmation dialog box when a file is
automatically sent
Locked


If multiple profiles are present for FTP, a dialog box for selecting one will appear.
If no profile is present for FTP, a new profile can be created after the confirmation dialog box is
displayed.
=> E-mail / FTP
To make settings, you may also use the Set FTP destinations dialog box displayed by clicking the
button.
Send via FTP (Alternate Profile)
Selecting “Yes” for the “Auto Send” Enabled attribute enables the alternative function of “Send via FTP”.
In cases where FTP transmission cannot be performed with the profile of “Send via FTP”, transmission will be
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If both “Send via FTP” and “Send via FTP (Alternate Profile)” fail to perform FTP transmission, a warning
message will be displayed so that you can select which profile to use.
button.
Backup
Enabling [Backup] causes files in the folders to be copied to the Backup folder.
Notification
This can be set only for Transcriptionists and Transcriptionist groups.
Specify whether to receive notification when a new file is stored in the folder.
Notification is given when a file is added through downloading, email/FTP reception, or by other means.
Selecting [Yes] causes notification of a new file to be given according to the Workflow Notification setting.
Clean
Specify how long folder files are to be stored.
You can specify whether to move the files to Recycle Box or to delete them when the set storage period
passes.
Storage period
: With numeric values and units (see below), specify a period from movement to
the Finished/Sent Items Folder to deletion (cleaning).
Numeric value
: 1 to 99
Locked
Unit
: Month(s)/Week(s)/Day(s)
Click the [+] button to make settings for cleaning.
Enabled
: To enable/disable cleaning
Aging period : Condition of the file to be cleared (cleaned) (default: one month)
Option
: Deletion condition of the cleared (cleaned) file
Locked
To make settings, you may also use the Cleaning Settings dialog box displayed by clicking the
button.
Purge
This setting is used for a Backup folder or Recycle Box. Setting Purge in a folder causes dictation files in the
folder to be automatically deleted (purged).
With numeric values and units, specify a period from copy to Backup Folder or movement to Recycle Box to
purging.
Storage period
Numeric value
Unit
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: 1 to 99
Click the [+] button to make settings for purging.
Enabled
: To enable/disable purging
Target
: Condition of the file to be purged (default: one month)
Locked
To make settings, you may also use the Purge Settings dialog box displayed by clicking the
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button.
4.3 Workflow
This allows you to customize the settings for downloading dictation files and automatic editing.
The settings that can be made are shown in tree form for each category. Clicking the items in the tree causes
the corresponding setting window to appear.
General
Download
Advanced Download
Import
Notification
Routing
Author
Worktype
Direct Recording
Hands Free Recording
Voice recognition - General
Voice recognition - Real-time Voice Recognition
Voice recognition - Background Voice Recognition
Voice recognition - Text Correction
Voice recognition - Template
Voice recognition - Dragon NaturallySpeaking
Transcription
Receive (Author)
Receive (Transcriptionist)
Auto Collection
Logging
4.3.1 General
Make settings for general Workflow items.
DSS Classic
Select this checkbox only if accessing shared folders on the network using DSSPlayer Pro R4.
Delete Option
Specify how dictation files are to be processed when an attempt is made to delete them using [Delete] in the
[Edit] menu or using the Hotkey (Ctrl + D).
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

Selecting “Move to Recycle Box” will move deleted files to Recycle Box.
Selecting “Delete completely” will permanently delete the files.
・ With “Move to Recycle Box” selected in the “Delete Option”, [Shift]+[Delete] will
execute the “Delete completely” process. With “Delete completely” selected,
[Shift]+[Delete] will execute the “Move to Recycle Box” process.
・ The setting for this item is effective only for dictation files. When an attempt is made
to delete document files, the “Delete completely” process is executed and the
documents are permanently deleted.
Device Synchronizaton
Specify whether to automatically synchronize the clock settings of a DVR (recorder) with that of a PC when
the DVR is connected to the PC.
Filename Resolution
Specify whether to execute the rename process when dictation files are downloaded, imported, or dragged
and dropped.

When “Automatic rename” is selected, files will be automatically renamed if files with the same name
exist at the transfer destination.

When “Prompt user for Action” is selected, a message will be displayed if files with the same name
exist at the transfer destination so that you can specify whether the files are to be overwritten or
renamed.
Refresh interval
Make settings for refreshing the current folder.
When “Refresh folders automatically every” is enabled, information shown in the Contents List View is
automatically updated at a specified interval. You can specify the interval with “Refresh interval” (1 to 999
minutes).
4.3.2 Download
Make settings for operations to be performed when dictation files are downloaded.
You can make download settings for message displays, file naming rules, deletion conditions, and other
functions.
Automatic Download
The Auto Download function automatically loads audio data on to a PC after detection of device connection.
The following items can be set only for folders with the Auto Download function enabled.
Do not display the main window
This can be set only for Authors and Author groups.
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When this item is enabled, a device is detected at the time of connection, and dictation files are
automatically downloaded without displaying the Dictation Module main window.
Prompt for selecting the file to be downloaded
When this item is enabled, a dialog box for selecting a file to be downloaded appears when auto
downloading is executed. At that time, the dialog box shows only the folder files with auto
downloading enabled.
Job Data Settings
When “Prompt for data every time a file is downloaded” is enabled, the Edit Job Data dialog box will appear
each time a file is downloaded.
You can check and set Worktype ID and Option Item when downloading.
Rename
When “Rename downloaded files with the set format” is enabled, downloaded files are renamed according to
a specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed Format Options Dialog Box.
You can specify which items are to be included in file names, as well as the characters used for separating
them.
Delete
Specify the method for deleting dictation files after they are downloaded.

When “After downloading file(s), delete the original file(s)” is enabled, the original files will be deleted
after being downloaded.

When “Display confirmation dialog” is enabled, a confirmation dialog box will appear when deletion is
executed.

When “Delete locked file(s)” is enabled, locked files are forcibly deleted.
4.3.3 Advanced Download
Advanced download configures settings to route dictation files as they are downloaded to download
destination folders in accordance with specified conditions.
It downloads dictation files to a specific folder or folders assigned the Author ID and Worktype ID.
 [Download folder A-G] menus will be disabled when the option is enabled. Use
[Download All] when downloading the files.
 Auto download settings work in accordance with the [Auto Download] settings of the
Download Tray. The [Auto Download] settings of individual folders (such as Folder A,
etc.) are not displayed and are disabled.
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If “Download all dictations to...” has been enabled, select a download method.

When “Specific folder” is selected, all dictation files in the device are downloaded into the specified
folder.

When “Routing according to the following conditions” is selected, download is performed by routing
files in accordance with the conditions specified with the routing rule table.
Routing Rule Table
Use this table to configure rules for auto routing when downloading and importing dictation files. Setting up
storage destination folders in accordance with Author ID/Workforce ID combinations automatically routes
dictation files to folders that conform to conditions during download and import.
Routing rule table conditions are applied only when the “Routing according to the following conditions”
option is selected.
A maximum of 100 rules can be registered at any time.


To add a rule, click the [Add] button, and then make settings in the displayed Rule Settings dialog box.
To modify a rule, select it in the list and then click the [Modify] button. Modify rules on the Rule
Settings dialog box.

To delete a rule, select it in the list and then click the [Remove] button.
4.3.4 Import
Make settings for importing dictation files.
You can make import settings for message displays and file naming rules.
Job Data Settings
When “Prompt for data every time a file is imported” is enabled, the Edit Job Data dialog box will appear
when a file is imported.
You can configure the Worktype ID and Option Item for each file as they are imported.
Rename
When “Rename imported files with the set format” is enabled, imported files are renamed according to a
specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed File Name Settings Dialog Box.
them.
Delete
Specify the method for deleting dictation files after they are imported.

When “After importing the file(s), delete the original file(s)” is enabled, original files will be deleted
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after being imported.

executed.

4.3.5 Notification
This setting causes a Notification Window (pop-up window) to appear when a file is added to the folder.
Enable notification for new dictation received every
When a file is added to the folder with this item enabled, the user is notified with a sound and a pop-up
window.
You can make the notification setting for each folder with [Set notification folder].
Notification remainder for new dictation waiting for transcription
If the status of the dictation file is [Recording Finished], notification is repeated, even for dictation files for
which notification has already been given.
Notification on high priority dictations only
This performs notification only for reception of dictation files having [High] selected for their Priority level.
Pop up Notification
This performs notification of dictation file reception with a pop-up window.
When the [Customize] button is clicked with this setting enabled, the Customize Notification dialog box will
appear so that you can set the display duration and the contents to be displayed in the pop-up window.
Sound Notification
Set notification sound.
button
: Plays the notification sound
button
: Stops playback of the notification sound
button
: Specifies the desired notification sound (Default: [MediaFolder]Notify.wav)
Support background notification when Transcription Module is not running
This performs notification of file reception even when Transcription Module has not yet been started.
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4.3.6 Routing
Set the routing rules.
A list of registered routing rules is shown (100 items max).
The icon display is switched with E-mail(

) and FTP(
).
Sender
: Shows the senders of dictation files
Destination
: Shows the destination path of dictation files
Receiver
: Shows the recipients of document files
To add a routing rule, click the [Add] button, and then make settings in the displayed Routing Settings
dialog box.

To change a rule, select the rule, click the [Modify] button, and then modify settings in the displayed
Rule Settings dialog box.

To delete a routing rule, select a rule, and then click the [Remove] button.
4.3.7 Author
Make settings for Authors.
The Author ID and Priority Level registered here can be selected when a new dictation file is created through
direct recording or other methods.
You can register up to 10 Authors.

To add an Author, click the [Add] button, and then register a new author in the displayed Author

To change an Author, select an Author ID, click the [Modify] button, and then make changes in the
displayed Author Property dialog box.


To delete an Author, select an Author ID, and then click the [Remove] button.
To change the order of the Authors, select an Author ID, and then click the [UP] or [Down] button.
 Enter an Author ID using up to 16 characters.
 Specify the Priority Level in the range of 0 to 15.
4.3.8 Worktype
Multiple registered Worktype Lists can be transferred to a recorder.
When performing direct recording or recording with a recorder, selecting a Worktype ID causes Option Item
and other information to be recorded automatically.
You can register up to 20 Worktype Lists.

To add a Worktype List, click the [Add] button, and then make settings in the displayed Worktype
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
To change a Worktype Property, select a Worktype ID, click the [Modify] button, and then make
changes in the displayed Worktype Property dialog box.


To delete a Worktype Property, select a Worktype ID, and then click the [Remove] button.
To change the order of the Worktype Lists, select a Worktype ID, and then click the [UP] or [Down]
button.
Set the captions for the file list and column titles in Option Item Labels for Dictation Module when option
items are displayed. Up to 10 option items can be set for each Worktype ID, and they are numbered in order
that they are registered as option items 1 to 10. Captions are set for the various option items 1 to 10 with
Option Item Labels. If a caption is not set, option item 1 to 10 is displayed as is.
Also, the captions set here are also used as the default value when an option item is added to Worktype ID.
Recording parameters for direct recording can be configured.
The settings are enabled when performing direct recording with an Olympus direct recording device.
Basic Settings
Recording Format
Set the recording format for the Direct Recording window.
Click the [Format] button, and then use the displayed Recording Format Settings Dialog Box to
select a recording format.
File Name Format
Set the file naming rule to be followed when a new recording is performed.
To set the naming rule, click the [Format] button, and then use the displayed File Name Settings
Dialog Box.
You specify which items are to be included in file names, as well as the characters for separating
them.
Destination Folder
Set a folder that stores files for which direct recording has been finished.
To set a storage folder, click the [Browse] button, and then use the displayed dialog box.
Prompt Option
When [Prompt for job data when direct recording is started] is enabled, the Edit Job Data dialog box will
appear so that you can check and alter the Worktype ID, Option Items, and other items before direct
recording is started.
When [Prompt for confirmation when direct recording is finished] is enabled, the Dictation Finished dialog
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box will appear when direct recording with Dictation Module has finished. The Dictation Finished dialog box
allows you to change the file name and storage folder of recorded dictation files, among other things.
Voice Comment
When [Verbal comment] is enabled, a verbal comment can be recorded through direct recording. (Default:
enabled)
With [Instruction comment] is enabled, the Instruction Comment mode switch button appears for direct
recording so that an instruction comment can be recorded.
VCVA
Check the box [Enable VCVA].
Moving the slider to [MIN] decreases the voice detection level. Moving the slider towards [MAX] increases
the voice detection level.

You can adjust the VCVA level in the range of 0 to 9 (10 steps).
Start option
Make settings for using a direct recording device.
When this item is enabled, the recording window is started without starting the Dictation Module main
window in the following cases:


In cases where Dictation Module is started through Directrec button operations
In cases where Dictation Module is automatically started through connection detection by Directrec
When the Direct Recording window is closed. The Dictation Module main window will appear.
[New] Button Operation
This option selects the type of window that is displayed when the [New] button of a direct recording
device is pressed.


When [Direct Recording Window] is selected, the Direct Recording Window is displayed.
When [Voice Recognition Editor] is selected, the Voice Recognition Editor is displayed.
Button function
Enabling ”Change the slide switch REV position to REW” changes the REV button function of the direct
recording device to the REW button function.
When “Recording while REC button is continuously pressed” is selected, recording is done while the [REC]
button is pressed but stops when the [REC] button is released. If it is not selected, recording toggles on and
off each time the [REC] button is pressed. This option is only enabled when an Olympus device which has a
[REC] button is used as the recording microphone.
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4.3.10 Hands Free Recording
If an Olympus foot switch is connected to the PC, foot switch operations can be used to perform
dictation recording while the Direct Recording window is displayed, without performing button
operations on the Direct Recording window, microphone device, etc.
Items
Pedal Operation
Model
Functions
Default
Selects operation mode for a foot switch.
Continuous Press
Selects a sample image for a foot switch
on the option dialog.
RS-31
The following table shows functions that can be assigned to each pedal.
Pedal Operation
Continuous Press
Command
REV/PLAY
REC/STOP
NEW
DISABLE
CUE/PLAY
INSERT/STOP
STOP
EOF/BOF
INDEX
PRIORITY
Short Press
REW/STOP
PLAY/STOP
REC/STOP
NEW
DISABLE
FF/STOP
INSERT/STOP
EOF/BOF
INDEX
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Functions
Rewind (Review) is performed while the pedal is
pressed. Releasing the pedal performs playback
from the indicator position.
Recording is performed while the pedal is pressed.
Releasing the pedal stops recording.
Pressing the pedal creates a new dictation file.
Disables pedal operation. No operation is performed
when the pedal is pressed.
Fast forward (Cue) is performed while the pedal is
pressed. Releasing the pedal performs playback
from the indicator position.
While the pedal is pressed, recording is performed
starting from the indicator position where the pedal
was pressed. Releasing the pedal stops insert
recording.
Pressing the pedal stops playback.
Pressing the pedal moves the indicator to the end of
the file. If the indicator is already at the end of the
file, pressing the pedal moves to the beginning of
the file.
Pressing the pedal inserts an index mark at the
indicator position.
Pressing the pedal switches the priority of the
dictation file being recorded. (High<->Normal)
Pressing the pedal starts rewind. Pressing the pedal
again stops rewind.
Pressing the pedal starts playback from the
indicator position. Pressing the pedal again stops
playback.
Pressing the pedal starts recording. Pressing the
pedal again stops recording.
Disables pedal operation. No operation is performed
when the pedal is pressed.
Pressing the pedal starts fast forward. Pressing the
pedal again stops fast forward.
Pressing the pedal starts insert recording from the
indicator position. Pressing the pedal again during
insert recording stops insert recording.
Pressing the pedal moves the indicator to the end of
the file. If the indicator is already at the end of the
file, pressing the pedal moves it to the beginning of
the file.
Pressing the pedal inserts an index mark at the
indicator position.
PRIORITY
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Pressing the pedal switches the priority of the
dictation file being recorded. (High<->Normal)
4.3.11 Voice Recognition - General
These are settings for configuring application general options that are applied when using voice recognition
with the Dictation Module or Transcription Module.
Enable Voice Recognition
Enables and disables voice recognition with the Dictation Module or Transcription Module.
When the “Enable Voice Recognition features” check box is selected, all voice recognition functions are
enabled. When the check box is not selected, voice recognition functions are not displayed on the Dictation
Module or Transcription Module screen and no voice recognition functions are available for use.
Adaptation
With adaptation, the voice recognition software learns user corrections to the document generated by the
voice recognition process, which improves future voice recognition.
When the “Do adaptation after the correction of recognized texts” check box is selected, the file on which
voice recognition is being performed is automatically added to the adaptation list when its status becomes
Transcription.Finished.
4.3.12 Voice Recognition – Real-time Voice Recognition
These are settings for configuring options used for real-time voice recognition with the Dictation Module.
Basic Settings
These are rules for generation of dictation files when running real-time voice recognition.
File Name Format
These are rules for naming files when performing real-time voice recognition.
To configure a naming rule, click the [Format] button, and then configure settings on the Format
Options dialog box that appears. You can specify items included in file names and the item
Separator character.
Destination Folder
This option specifies the default storage destination folder that is displayed when real-time voice
recognition is complete.
Clicking the [Browse] button displays a Modify Destination Folder dialog box, which can be used to
select a storage folder.
Prompt Option
If “Prompt for job data when voice recognition is started” is enabled, the Edit Job Data dialog box is displayed
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when real-time voice recognition starts.
Voice Recognition Editor
Selecting the “Change Voice Recognition Editor border color during recording” check box draws a border of
the specified color around the Voice Recognition Editor text area while voice recognition is being performed.


You can select a color from the drop-down list.
By clicking [Custom], the color can be customized and added as a new color to the drop-down list.
4.3.13 Voice Recognition – Background Voice Recognition
These are settings for configuring options used when background voice recognition is executed with the
Queuing Control
Completing a dictation file download operation, an import operation, or a direct record operation while “Add
to recognition queue after downloading, importing and direct recording” is enabled will cause the dictation
file to be automatically added to the voice recognition waiting list.
While “Start recognition queue automatically when new files are added the queue” is enabled, background
voice recognition starts automatically whenever a file is added to the voice recognition waiting list. If “Start
recognition queue automatically when new files are added the queue” is disabled, background voice
recognition does not start until the user executes the [Start Recognition Queue] command.
Others
By enabling “Use Noise Cancellation” background noise picked up during recording will be reduced to
improve the background voice recognition accuracy.
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4.3.14 Voice recognition – Text Correction
These are settings for configuring options used when correcting text generated by voice recognition with the
Focusing
Enabling “Highlight words during the playback of voice file” will highlight (by reversing its background color)
the text that corresponds to the current playback location during dictation playback.
Finishing
Enabling “Prompt for confirmation when text correcting is finished” will display a dialog box for confirming
the dictation file output destination and other settings whenever real-time voice recognition or voice
recognition result correction is complete.
This setting is applied only when [Finished] is executed from the Voice Recognition Editor for real-time voice
recognition processing or correction following voice recognition. Settings to be used after recording with the
Direct Recording Window are configured on the Direct Recording screen.
Enabling “Export document” will convert the text of a voice recognition results to a specified file format and
output it when [Finished] is executed from the Voice Recognition Editor.


Use [Output Format] to specify the output file format.
[Output Folder] specifies the output destination folder for the converted document files.
When “Prompt for confirmation when text correcting is finished” is enabled, export/do not export, output
settings, and other settings can be configured on the confirmation dialog box. [Output Format] and other
settings are used as initial values when the confirmation dialog box is displayed.
When “Prompt for confirmation when text correcting is finished” is not checked, export is performed
automatically using specified conditions.
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4.3.15 Voice Recognition – Template
These are template file settings that are used during execution of voice recognition. A template file is a
document pattern file that embeds, by default, formats that are always used by the user, such as a name
input box. The voice recognition results of both real-time voice recognition and background voice recognition
can be output to a template file.
 Only Rich Text Format files are supported. Only Rich Text Format files can be specified as
a template file.
Templates
Enabling “Use document templates in Voice Recognition” will automatically open a Rich Text Format file in
the Voice Recognition Editor text area in accordance with the rules configured by the template whenever
real-time voice recognition is started. Performing background voice recognition will cause the specified
template file to be output for the voice recognition result.
A maximum of 100 rules can be registered at any time.


Rules are created for Author ID and Worktype ID combinations.
When rules are created without specifying either of the IDs, the non-specified condition is interpreted
as “unconditional”, which is interpreted as everything matching. For example, if “OLYMPUS” is
specified for the Author ID and nothing is specified for the Worktype ID, any “OLYMPUS” Author ID is
judged to be a match, regardless of the Worktype ID.


To modify a rule, select a template in the list and then click the [Modify] button. Modify rules on the

To delete a rule, select a template in the list and then click the [Remove] button.
Voice Recognition Result Starting Position
Normally, voice recognition result text is output from the beginning of the Rich Text Format file. When using
a template, however, there may be cases when you want to include the author name, voice recognition date,
or other information before the voice recognition result.
To do so, you can use a Rich Text editor such as the standard Windows WordPad to insert the
“[VR_START_POSITION]” tag into the template file. Then when voice recognition is performed, voice
recognition results are output starting from the position where [VR_START_POSITION] is located. The
[VR_START_POSITION] tag itself is automatically deleted when voice recognition results are output. It does
not remain as part of the voice recognition result.
 The [VR_START_POSITION] tag is valid for both Real-time Voice Recognition and
Background Voice Recognition. In the case of real-time voice recognition, the cursor is
moved to the [VR_START_POSITION] location when the Voice Recognition Editor is
started up.
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Templates and Adaptation
With adaptation, the Dragon NaturallySpeaking voice recognition engine learns by comparing voice
recognized dictation data with the text data.
In the case of voice recognition using a template file, the applicable audio is not in the part in the template
where data is first inserted. When performing adaptation, any part of the template that does not contain
audio is not used for adaptation.
When voice recognition is performed, the Dictation Module and Transcription Module automatically
determines whether a template was used, and excludes anything in the text area at the beginning of the
template from the adaptation process. In the example presented above, “AUTHOR NAME” and any other
terms that are included before the [VR_START_POSITION] tag, as well as the date and other information in
the template text area are not part of the adaptation process, and so they are not learned by the voice
recognition engine.
In order to use the adaptation function to teach particular terms to the voice recognition engine, the actual
author must say the terms and they must be learned for voice recognition. Terms also can be learned directly
by the voice recognition engine using functions such as Dragon NaturallySpeaking Train Word.
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4.3.16 Voice Recognition – Dragon NaturallySpeaking
Configures Dragon NaturallySpeaking when it is linked with Dictation Module or Transcription Module.
Setting items are different from those for Author and Transcriptionist.
Dragon NaturallySpeaking User Profile
When using Dragon NaturallySpeaking voice recognition, user profiles (files that record personal user
settings and other information for voice recognition) that record author user information are required to
improve the voice recognition rate. This setting specifies the management method for Dragon
NaturallySpeaking user profiles (DNS user profiles).
User Profile Location
Specifies the Dragon NaturallySpeaking user profile management mode.
The User Profile Location setting is configured with Dictation Module and Transcription Module. Settings
cannot be configured with System Configuration Program, because doing so requires communication with
Dragon NaturallySpeaking.
Active User Profile
Specifies the active DNS user profile to be used when using the Dragon NaturallySpeaking voice recognition
function from the Dictation Module.
Active User Profile settings are configured with Dictation Module. Settings cannot be configured with System
Configuration Program, because doing so required communication with Dragon NaturallySpeaking.
Profile Map
Specifies all DNS user profiles that can possibly perform voice recognition with Transcription Module.
Profile Map settings are configured with Transcription Module. Settings cannot be configured with System
Configuration Program, because doing so required communication with Dragon NaturallySpeaking.
Dragon Engine Configuration
Enabling “Always restart Dragon NaturallySpeaking Engine” will force the Dragon NaturallySpeaking
voice recognition engine to restart whenever the Dictation Module or Transcription Module is started up.
Restart is not performed if the voice recognition engine is not running when the Dictation Module or
Transcription Module is started up.
When “Enable to run ODMS and Dragon NaturallySpeaking on same CPU core” is enabled, simultaneous
operation of the Dictation Module/Transcription Module and the Dragon NaturallySpeaking voice
recognition engine are controlled to work simultaneousy on the same CPU core.
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When [Open word processor in starting transcription] is enabled, the designated word processor is started
when transcription is started.
When [Open specified word-processor] is enabled, the designated word processor is started.
With [Open word-processor using document template] is enabled, it is possible to set a document template
to open according to the set Author (ID) and Worktype. (Up to 100 items can be registered.)

To add a document template, click the [Add] button, and then make settings in the displayed Template
Association dialog box.

To change a document template, select a document template, click the [Modify] button, and then
make settings in the displayed Template Association dialog box.

To delete a document template, select a document template, and then click the [Remove] button.
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The settings for [Receive] differ between Authors/Author groups and Transcriptionists/Transcriptionist
groups. This section describes the reception settings for Authors and Author groups.
For the settings for Transcriptionists and Transcriptionist groups, see “Receive
(Transcriptionist)”.
Make settings for automatically receiving document files.
Set a time limit for E-mail / FTP, document file types, reception notification, and dictation files.
Received document

With [E-mail] enabled, a document file can be received via email.
By default, the profile of the currently used E-mail is shown.

Clicking [Change the profile] allows you to create or change the profiles of E-mail / FTP.
=> E-mail / FTP

With [FTP] enabled, a document file can be received via FTP. Multiple FTP sites can be registered. After
registration, the sites are added to the list.
A document file can be received through an FTP profile whose checkbox has been checked.

It is possible to receive document files with extensions that are specified in the list of [Select the
extension of document file to receive].

Clicking [Add/Remove support document type] displays the Document Tray Folder Properties setting
window. To change the document type, click the
button in the Add/Remove support document type,
and then use the displayed Supported Document Type dialog box.
Notification
When a new document file is received through E-mail / FTP with “Enable notification for new document”
enabled, the user is notified of reception with sound and a pop-up window.

Enabling “Sound” causes the specified file to be played when a new document file is received.
button
: Plays the registered notification sound
button
: Stops playback of the registered notification sound
button
: Specifies the desired notification sound (Default: Notify.wav)
To play a registered dictation file

When “Pop-up” is enabled, a notification message is displayed whenever a new document file is
received.
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Overdue Transcription
When this item is enabled, a time limit for transcription can be set to a dictation file transmitted via email or
FTP; if the document file is not returned within the alloted time limit, the display color of the dictation file will
change.
You can set the time limit in the range of 1 to 999 hours.
groups. This section describes the reception settings for Transcriptionists and Transcriptionist groups.
For the settings for Authors and Author groups, see “Receive (Author).”
Make settings for automatically receiving dictation files.
Set E-mail / FTP profiles and dictation files type.
Receiving Dictation

When “E-mail” is enabled, a dictation file can be received via email.

=> E-maii / FTP


When “FTP” is enabled, a dictation file can be received via FTP.
Multiple FTP sites can be registered. After registration, the sites are added to the list.
A dictation file can be received through an FTP profile whose checkbox has been checked.

It is possible to receive dictation files with extensions that are specified in the list of “Specify the
dictation type to receive by selecting applicable extensions”.
Rename
When “Rename received dictation with the set format” is enabled, received dictation files are renamed
according to a specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed Format Option Dialog Box.
them.
4.3.20 Auto Collection
Dictation files whose status is “Transcription. Finished” in the Download Tray/Custom Folder are moved to a
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specified folder. In combination with the Ownership attribute, the storage destination of dictation files
changes.
Activate Automatic collection function
When this item is enabled, dictation files with [Transcription finished] status are moved to a specified folder.
Two movement methods are available:


Movement to the Finished folder
Movement to a folder specified by each Author ID according to a set rule
To set the rule, perform the following operations:


To change a rule, select a rule, click the [Modify] button, and then make changes in the displayed Rule

To delete a rule, select a rule, and then click the [Remove] button.
In combination with “Ownership”, dictation files with “Transcription. Finished” status are automatically
moved to the Finished folder.
Ownership
Auto Collection
Yes
Yes
No
No
Yes
folder
Will not be moved
Finished folder
Will not be moved
No
4.3.21 Logging
Generate a log file about user operation.
User Operations
Items
Functions
Specify whether or not to
output user actions to a log
file
Location
Enable this item when outputting a log file
in which user operations have been
recorded.
From the list, select a location to which a
log file is to be output, or enter it directly.
Set a log file name.
The format of a file name will be (prefix)
computer name_yyyy-mm(suffix). Only
the (prefix) and (suffix) portions can be
changed.
File Name
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Default
Disabled
4.4 User Settings
Set the profile that users are allowed to customize when using Dictation Module and Transcription Module.
[User Settings] can only be set for individual users, not for Author Groups and
Transcriptionist Groups.
General
Keyboard
Playback Control
Transcribe Bar
4.4.1 General
Language Selection
Select a language to be displayed for the application.
When changed, the new selection becomes effective after the application is restarted.
Dictation Color
This can be set only for Transcriptionists.
The colors of the list display can be set according to the status of individual dictation files.
Dictation Type
High Priority (Back color)
New (Recording Finished)
In progress (Transcription In progress)
Pending (Transcription Pending)
Finished (Transcription Finished)


Default Color
Custom
Black
Black
Olive
Silver
Bold
Italics
Default
DS500001.ds2
DS500001.ds2
DS500001.ds2
DS500001.ds2
DS500001.ds2
A color can be selected from the drop-down list.
Clicking the [Custom] button allows a new color to be added to the drop-down list after color
customization.

Font
Clicking the [Reset] button causes the default color to be restored.
System Event Sounds
Disables system sounds while transcription Module is launching.
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4.4.2 Keyboard
The keys on the keyboard can be assigned with functions.
Category
Selecting a category from the category list displays the command and key assignment list of the selected
category.




Playback Control
Direct Recording
General
Voice Recognition
New Key

To assign a function to a new key, select a command not yet assigned to any key, directly enter it in
the “New key” box with the keyboard, and then click the [Assign] button. Combinations of [Alt],
[Shift], and [Ctrl] with any other keys are possible.

To change key assignments, select the target command, directly enter it in the “New key” box with the
keyboard, and then click the [Assign] button.


To delete an assigned command, select the command, and then click the [Remove] button.
To return the key assignment to default, click the [Reset All] button.
For the default key assignments, see “List of Default Key Assignments.”
Current Key
If a key already assigned is entered into the “New key” box, the currently assigned command will be shown.
For default key assignments, see “List of Default Key Assignments.”
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4.4.3 Playback Control
Make settings for playing dictation files.
Control Indicators
Make settings for the following control display switches:




Speed control display/non-display
Noise cancel control display/non-display
Tone control display/non-display
Level meter control display/non-display
Auto-backspace
Set the speed for Auto backspace in the range of 0.0 to 5.0 seconds (0.1 second step)
For Transcriptionists and Transcriptionist groups, the following links are shown.
Set the individual items with [Transcribe bar].
Display mode
Length/Remain time indication
Always on top
Transcribe bar appears
Position
When this item is enabled, the application is displayed in the uppermost window. For Transcriptionists and
Transcriptionist groups, this setting can be made with Transcribe bar.
 The application’s main window cannot be displayed in the uppermost position.
 This applies only to the application's Playback Control Window and Direct Recording
Window.
Winding Speed
Select the winding speed for CUE/REVIEW and FF/REW from four possible levels.
The horizontal axis shows the time elapsed from the start. (3 seconds min., 60 seconds max)
The vertical axis shows the multiplying factor relative to standard play. (x1.5 min., x50 max)
After clicking one of the four possible levels, the multiplying factor becomes adjustable for the selected level.
Note that adjustment to a level below the multiplying factor of one level previous cannot be performed.
When performing adjustment, select a box for each level.


Elapsed time can be adjusted using
and
.
The playback scaling factor can be adjusted using
and
.
Support playback audio during cue/review
For CUE, audio data is usually thinned out for play. When this item is enabled, Speed Control is used for x1.5
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and x2.0 speed so that continuous playback without thinning out becomes possible.
Make various settings for the Transcribe bar.
Display mode
Specify the display mode for when transcription starts.
Select [Standard view] (Playback Control Window) or [Transcribe bar].
Length/Remaining time indication
Switch the display between playback duration and remaining time.
Transcribe Bar Position
When [Always on top Playback control/Transcribe bar] is enabled, the Transcription Module Playback Control
Window or Transcribe bar is displayed as the uppermost window.
This does not apply to the Playback Control Window of the main window of
Transcription Module.
Button customization
Set the buttons to be displayed on the Transcribe bar.


To add a button, select the button from [Non Display Button] (left), and then click the [Add] button.
To make a button invisible, select the button from [Display Button] (right), and then click the
[Remove] button.


To return the button display to the default state, click the [Reset] button.
To change the order of the button display, select the desired button, and then click the [Up] or [Down]
button.
The button display can only be customized for the Transcribe bar. It cannot be
customized for Playback control.
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4.5 E-mail / FTP
Set profiles for E-mail and FTP.
The settings that can be made are shown in tree form for each category. Clicking an item in the tree causes
E-mail
FTP
Send / Receive (Author)
Send / Receive (Transcriptionist)
Proxy
4.5.1 E-mail
This allows you to register and alter E-mail profiles. You can register up to 100 profiles. ODMS R6 supports
the following transmission/reception protocols:





Internet E-mail (POP3/SMTP)
IMAP
Microsoft Outlook
Novell GroupWise
Lotus Notes
Selecting an E-mail Profile
With E-mail profiles registered, the Default Profile drop-down list allows you to select a profile for sending
and receiving email.
Registering an E-mail Profile
Use the following procedure to register a new E-mail profile:
Procedure
1.
Click the [Add] button.
The E-mail Settings (Select) dialog box will appear.
2.
Select an email transmission/reception protocol, and then click the [Next] button.
If Microsoft Outlook has been selected, the following settings are not needed, and the setting
procedure is complete.
In other cases, the setting dialog box corresponding to the selected E-mail profile will appear.

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=>E-mail Settings (POP/SMTP) dialog box



3.
IMAP
=>E-mail Settings (IMAP) dialog box
Novell GroupWise
=>E-mail Settings (GroupWise) dialog box
Lotus Notes
=>E-mail Settings (Lotus Notes) dialog box
Make settings for individual items.
Only when you have selected Internet E-mail(POP3/SMTP) or IMAP, you can make detailed
settings such as port and SSL settings. To make detailed settings, click the [Advanced Settings]
button.


4.
=>Advanced Settings (POP/SMTP) dialog box
IMAP
=>Advanced Settings (IMAP) dialog box
To complete the settings, click the [Finish] button.
For detailed mail settings, consult the Internet Service Providers of the individual users
or your system administrator.
Altering a Profile
To alter an E-mail profile, select a profile, click the [Modify] button, and then use the displayed dialog box.
The dialog box displayed differs depending on the selected E-mail profile.




IMAP
Novell GroupWise
=>E-mail Settings(GroupWise) dialog box
Lotus Notes
Deleting a Profile
To delete a profile, select it from the Default Profile drop-down list, and then click the [Remove] button.
Attachment
When this item is enabled, you can set the upper limit for the size of an email attachment to be sent. If the
upper limit is exceeded, another email is automatically generated to send the excess portion. You can set the
upper limit in the range of 1 MB to 100 MB (in 1 MB steps).
4.5.2 FTP
Set FTP profiles.
For items marked with
=>Locking the Settings
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(checkbox for locking), you can switch between locked and unlocked.
FTP Profile
A list of registered FTP profiles is shown. You can register up to 100 FTP profiles.
With multiple FTP profiles registered, you can perform transfers with the registered FTP Websites.

To add an FTP profile, click the [Add] button, and then make settings in the displayed FTP Settings
dialog box.

To alter an FTP profile, select a profile, click the [Modify] button, and then use the displayed FTP

To delete an FTP profile, select a profile, and then click the [Remove] button.
Make settings for transmission/reception through E-mail and FTP.
Usually transmission and reception through E-mail and FTP are performed at the moment the Send and
Receive button in the module is clicked. However, you can cause transmission and reception to be performed
automatically at certain intervals.
Send interval
When “Automatically send dictations via E-mail/FTP” is enabled, dictation files in the Outbox are
automatically transmitted.

When “Send dictations in the Outbox immediately” is enabled, dictation files in the Outbox are
immediately transmitted.

When “Send dictations in the Outbox Every” is enabled, dictation files are automatically transmitted at
the specified interval. (Default: 10 minutes)
Receive Interval
When “Automatically receive documents via E-mail / FTP” is enabled, dictation files sent via E-mail or FTP
can be received at the specified interval. (Default: 10 minutes)
Management File
When sending a dictation file or document file via E-mail/FTP, specifies whether or not a management file is
attached. A management file is a system file used when sending a dictation file or document file with DSS
Player Pro R5 or ODMS R6 to share dictation file or document file related information, transcription date and
time information, and other information with the sender/receiver. If the addressee of a dictation file or
document file is using DSS Player Pro R5 or ODMS R6, attaching a management file enables more efficient
management of the file being sent.

When “Send management file with the dictation” is selected, dictation files, management files, and
Instruction Comment files (if present) are transmitted. Select this option when the addressee is a DSS
Player Pro R5 user or an ODMS R6 user.
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
When “Do not send management file with the dictation” is selected, only dictation files and Instruction
Comment files (if present) are transmitted. Management files are not transmitted. Select this option
when the addressee is not a DSS Player Pro R5 user or ODMS R6 user.
Transmission and reception through E-mail and FTP are usually performed at the moment the Send and
Receive button in the module is clicked. However, you can choose to have transmission and reception
performed automatically at certain intervals.
Receive Interval
When “Automatically receive dictations via E-mail/FTP” is enabled, dictation files sent via E-mail or FTP can
be received at the specified interval. (Default: 10 minutes)
Send interval
When ”Automatically send transcribed documents via E-mail/FTP” is enabled, document files in the Outbox
are transmitted immediately.

When “Send documents in the Outbox immediately” is enabled, document files in the Outbox are

When “Send documents in the Outbox every” is enabled, document files are automatically transmitted
at the specified interval. (Default: 480 minutes)
Management File

When “Send management file with forwarded dictation” is selected, dictation files, document files,
management files, and Instruction Comment files (if present) are transmitted. Select this option when
the addressee is a DSS Player Pro R5 user or an ODMS R6 user.

When “Do not send management file with the forwarded dictation” is selected, only dictation files,
document files, and Instruction Comment files (if present) are transmitted. Management files are not
transmitted. Select this option when the addressee is not a DSS Player Pro R5 user or ODMS R6 user.
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4.5.5 Proxy
Make settings for Proxy.



When “Use Internet Explorer’s Settings” is selected, the Proxy server of Internet Explorer is accessed.
When “Don’t use the proxy server” is selected, a Proxy server is not set.
When “Use this proxy server” is selected, the entered address and Port number are used to access a
Proxy server.
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4.6 Device
The device settings allow you to acquire, configure, initialize, and save the setting information of the
individual devices.
The settings that can be made for Device are shown in tree form for each category. Clicking an item in the
tree causes the corresponding setting window to appear.

To return the device settings to default, click the [Reset] button. Note that in windows without [Reset]
buttons, you cannot restore the default settings.

To export the device settings, click the [Export] button.
 Lock/unlock settings are configured by the System Configuration Program.
 The Device Configuration Program also can be used to assign direct lock settings to
the device.
 For device settings, the setting items and setting parameters (setting range) differ
among models. For details, see the reference manuals of the individual devices.
Device Settings for DS-7000/3500
Device Settings for DS-5000/5000iD/3400
Device Settings for RS-27/28/31
Devices that Support Device Settings
The following are the devices that support device settings in System Configuration Program:

For Authors and Author groups
DS-7000
DS-5000/5000iD
DS-3500
DS-3400

For Transcriptionists and Transcriptionist groups
RS-27/28/31 (HID footswitch)
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These settings can be configured in the case of the Author or Author group.
The items and functions regarding the device settings for DS-7000/3500 are described below:
Standalone
Common Settings
General
Recording
Display
Administrative Settings
General
Display
Device Security
Author List
Worktype List
Device Folders
Recording
Programmable Buttons
Hands-free
PC Link
Standalone Common Settings
General
Items
Beep Sound
Power Save
USB Class
Card Select
Functions
Switches beeps on and off
Specifies the power saving time
Switches the USB connection mode between
Composite mode and Storage mode
Switches the card to be accessed
Disable SD Card Slot
Cue/Review Setting
(Sound)
Cue/Review Setting
(Speed)
Selecting this check box disables SD Card Slot
operation so it is no longer recognized from the PC.
Selects whether or not to play sound while
fast-forwarding or rewinding during play back.
Sets the Cue/Review speed. Move the indicator to the
left or right to decrease or increase the speed
respectively.
Default
ON
10 min.
Composite
SD
None
OFF
3
Recording
Items
Recording Mode
Microphone Sensitivity
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Functions
Specifies the recording format
Specifies the microphone sensitivity
Default
QP
Dictation
VCVA Mode
Switches the VCVA mode’s attribute ON and OFF
OFF
Display
Items
Backlight – Lighting Time
Backlight – Dim Light Time
Brightness
LED Mode
Date Format
Clock Format
Language
Functions
Specifies the backlight illumination time when the
device is operated.
Specifies the dim backlight time after the “Lighting
Time” elapses.
When the dim light mode is entered while “Always ON”
is selected, the backlight will remain lit in the dim light
mode until the next device operation.
Specifies backlight brightness.
A larger value indicates a higher level of backlight
brightness.
Switches the LEDs on and off
Specifies the date display format
To synchronize the recorder’s clock to the PC’s, enable
“Use PC Settings.”
Specifies the clock format in either 12-hour display or
24-hour display
Changes the device’s display language
Default
10seconds
Always ON
2
ON
M.D.Y
Not
matching to
PC
12h
English
Standalone Administrative Settings
General
Items
Accessibility
Functions
Disable Erase button
Default
Disabled
With this enabled, pressing the ERASE button on the
device does not erase the file.
Disable Menu button
Disabled
With this enabled, pressing the MENU button on the
device does not cause the menu window to appear.
Disable Rewind button
Splash Message
Slide Switch Guide
Main Button Guide
Alarm
When it is checked, the file won't be rewound if the
[Rewind] button of the device is clicked.
Sets a splash message to be shown when the power to
the device is switched On.
If you enter text with “Custom” enabled, the entered
text will appear when the power is switched On. Up to
32 characters can be entered. Both capital and
lower-case letters are recognized.
When [ON] is selected, buttons for the slide switch are
shown to the right of the LCD.
* DS-7000 only
When [ON] is selected, the main button allocation is
displayed on the right side of the LCD.
* DS-3500 only
Error
Disabled
Time of day
greeting
OFF
OFF
ON
Sounds a beep when an error occurs.
Pre-end
Sounds a beep when remaining recordable time runs
low. An alarm sounds when remaining recordable time
reaches 60 seconds, 30 seconds, and 10 seconds.
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ON
ON
Notification
After password validation is successful, a beep sounds
if remaining battery power is low or to notify the user
of certain other important operations or events.
OFF
Button Operation
Sounds a beep whenever a device button operation is
performed.
Recording Start / Stop
OFF
Sounds a beep whenever recording is started or
stopped.
Display
Items
Upper Area
Middle Area
Lower Area
Functions
Selects items to be displayed in the top information
display area.
Selects items to be displayed in the middle information
display area.
Selects items to be displayed in the lower information
display area.
Default
Hidden
Hidden
Hidden
Device Security
Items
Device Lock
Functions
Enable Device Lock function to prevent
unauthorized access to the device
Default
Disabled
This setting is effective only when a PIN code has been
set. Enabling this allows you to set the [Device locking
timing] and [Allowed retries], both of which are below.
Prompt for device PIN code to authenticate
user
When the
power is
turned On
The device locking timing can be selected either [At
power-on] or [At power-on and wake-up from standby].
Limit the number of tries to xx times
Five times
Specify how many consecutive attempts at
authentication through a PIN code are allowed before
the device is locked.
Unlock Using UIN code
Enabled
When this option is enabled, the device is unlocked by
entering the UIN code. When this option is disabled, the
device will be unlocked automatically after a period of
time.
Author List
Items
Author List
Functions
Displays the Author List set with Workflow.
Enabled Authors are registered in the device’s Author
List.
Disabled Authors are removed from the device’s
Author List.
[Set as default]
Clicking [Set as default] configures the Author
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Default
Author Selection
selected from the Author List as the default Author.
[Author of Workflow]
A link to the Author of the Workflow setting items is
made.
Prompt for author ID at Power-on.
With this enabled, Author List is shown when the
recorder starts recording. (Author List is not shown
when only one item has been registered.)
Worktype List
Items
Worktype List
Worktype Selection
Functions
Default
Displays the Worktype List set with Workflow.
Enabled Worktypes are registered in the device’s
Worktype.
Disabled Worktypes are removed from the device’s
Worktype.
[Set as Default]
The Worktype selected in the Worktype List is set as
the default.
[Worktype of Workflow]
A link to the Worktype of the Workflow setting items is
made.
Prompt for Worktype ID on new recordings
Disabled
With this enabled, Worktype List is shown when new
recording is performed so that you can select
Worktype to be set in a dictation file. Worktype List is
not shown when only one item has been registered.
Device Folders
Folder Properties can be set if the folder is selected in the Folder Tree.
Items
Folder Property
(General)
Functions
Enabled
Enables and disables folders
Folder Name
Default
Folders A to E,
enabled;
Folders F and G,
disabled
Folders A to G
Enter a folder name using up to 16 alphanumeric
characters.
Worktype
Specify a Worktype to be set in the dictation file to be
recorded under this folder.
Specifying a Worktype here always uses the Worktype
specified for the folder without displaying the
Worktype List, even if “Prompt for Worktype ID on new
recordings.” is enabled for “Worktype Selection” on
the [Worktype List] screen.
Folder Property
(Security)
Auto Lock
Specifies whether to lock a dictation file recorded
under the folder. Select [Yes] or [No] from the
drop-down list displayed by clicking the [] button in
the setting field.
Encryption
Specifies whether dictation files recorded to the folder
should be encrypted. This setting can be configured
when the folder is enabled, and “DSS Pro” is selected
for the “DSS Format” setting on the [Administrative
Setting] - [Recording] screen. “DSS Classic”
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No
No
encryption is not supported by the device.
Selections
Description
No
Do not encrypt.
Standard
Encryption using a 128-bit key.
High
Encryption using a 256-bit key.
Password
Set a password to be used for encryption. Click the
button in the setting field, and use the displayed
Encryption Password dialog box to make the setting.
Enter a password for [New Password] and [Password
entry for confirmation] using 4 to 16 alphanumeric
characters.
The password is the same as the password for the
[Encryption] Standard mode and High mode. An
encryption key, suitable for the specified encryption
mode, is generated from the password, with a key
length that is in accordance with the encryption mode
set within the program.
DS-7000/3500 folder settings:
DS-7000/3500 contains both SD and Micro SD. The device menu allows you to select
which is to be used for recording. Both of these have the same folder structure and
contain “DSS_FLDA” to “DSS_FLDG” folders. This setting is reflected for both types of
media.
Recording
Items
DSS Format
Recording Behavior
Download File
Functions
Default
Specifies a DSS recording format.
DSS Pro
The default recording format of Classic DSS is a DSS
file.
The default recording format of DSS Pro is DS2 file.
Changing from DSS Pro to Classic DSS causes the
following operations:
 If QP has been set as the recording mode, it is replaced
with SP, and QP becomes inactive.
=>[Standalone Common Settings] – [Recording]
 The Encryption attribute is changed to “No,” and the
Encryption attribute becomes unchangeable.
=>[Standalone Administrator Settings] – [Folder]
Specifies the kind of recording
Overwrite
Specifies a file to be downloaded
All Files
Items
New and Slide Switch
Functions
Main Button Functions
Rec Mode
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Functions
Customize the positions of the slide switches and
functions assigned to the buttons above the slide
switches from Type A to C.
* DS-7000 only
Selects the function, which is assigned to the main
switch button, from Type A or B.
* DS-3500 only
Customize the functions assigned to the device’s
programmable Smart Button ([F1]/[F2]/[F3]
buttons).
Selects whether or not the REC button must be held
down to record.
Default
Type A
Type A
disabled
* DS-3500 only
Hands Free
Connecting a foot pedal to the recorder cradle allows hands-free operations.
Items
Operation Settings
Foot Pedal Settings
Functions
Specifies hands-free operations
Assigns foot pedal functions
Default
Dictation
The table below shows the functions that can be assigned.

Continuous Press
Function Name
REV/PLAY
REC/STOP
NEW
DISABLE
CUE/PLAY
INSERT/STOP
STOP
EOF/BOF
INDEX
PRIORITY

Description
Rewind (Review) is performed while the pedal is pressed. Releasing
the pedal performs playback from the indicator position.
Recording is performed while the pedal is pressed. Releasing the
pedal stops recording.
Disables pedal operation. No operation is performed when the pedal
is pressed.
Fast forward (Cue) is performed while the pedal is pressed.
Releasing the pedal performs playback from the indicator position.
While the pedal is pressed, recording is performed starting from the
indicator position where the pedal was pressed. Releasing the pedal
stops insert recording.
Pressing the pedal stops playback.
Pressing the pedal moves the indicator to the end of the file. If the
indicator is already at the end of the file, pressing the pedal moves to
the beginning of the file.
Pressing the pedal inserts an index mark at the indicator position.
Pressing the pedal switches the priority of the dictation file being
recorded. (High<->Normal)
Short Press
Function Name
REW
PLAY/STOP
REC/STOP
NEW
DISABLE
FF
INSERT/STOP
EOF/BOF
INDEX
PRIORITY
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Description
Pressing the pedal performs rewind.
Pressing the pedal starts playback from the indicator position.
Pressing the pedal again stops playback.
Pressing the pedal starts recording. Pressing the pedal again stops
recording.
Disables pedal operation. No operation is performed when the pedal
is pressed.
Pressing the pedal performs fast forward.
Pressing the pedal starts insert recording from the indicator position.
Pressing the pedal again during insert recording stops insert
recording.
Pressing the pedal switches the priority of the dictation file being
recorded. (High<->Normal)
PC Link
Specifies the operations performed when the function buttons ([F1], [F2], [F3]) of the device
connected to the PC are pressed.
Items
Main Window
Direct Recording Window
Voice Recognition
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Functions
Specifies the operation while the Dictation Module main window is
active.
Specifies the operation while the Direct Recording window is active.
Specifies the operation while the Voice Recognition Editor is active.
For information about DS-5000, 5000iD, and 3400 device settings, refer to DSS Player Pro R5 user help.
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4.6.3 Device Settings for RS-27/28/31
The items and functions regarding the device settings for RS-27/28/31 (foot switch) are described below:
Pedal Customize
Items
Pedal Customize
Functions
Default
Assigned Function List
This section explains the functions assigned to each pedal, and the operation of each function. One of the
functions described below can be assigned to any one of the pedals of all the supported models.
Functions
REW
FF
PLAY/STOP
DISABLE
INDEX
COMMENT
EOF/BOF
PLAYBACK FOR
INSTRUCTION COMMENT
FINISH TRANSCRIPTION
SPEED CONTROL
NOISE CANCEL
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Description
Rewind is performed while the pedal is pressed. Releasing the pedal
stops rewind.
Fast forward is performed while the pedal is pressed. Releasing the
pedal stops fast forward.
Dictation file playback is performed while the pedal is pressed.
Releasing the pedal stops playback.
Disables pedal operation. No operation is performed when the pedal is
pressed.
Pressing the pedal displays the Information window that shows
dictation file detailed information, with the focus on the >>
Comment>> box.
Instruction Comment playback is performed while the pedal is
pressed. Releasing the pedal stops the indicator at the location where
the pedal was released.
Pressing the pedal ends transcription. The dictation file status changes
to "Transcription Finished".
Pressing the pedal switches the playback speed to a preset speed.
Pressing the pedal again returns to normal speed (1X).
Assigning [SPEED CONTROL] to a pedal displays a drop-down list for
selection of a playback speed. The speed selected in the drop-down list
is the speed switched to when [SPEED CONTROL] is executed.
Pressing the pedal enables Noise Cancel at a preset setting. Pressing
the pedal again disables Noise Cancel.
Assigning [NOISE CANCEL] to a pedal displays a drop-down list for
selection of the Noise Cancel value. The [NOISE CANCEL] setting
selected in the drop-down list is the setting switched to when [NOISE
CANCEL] is executed.
4.7 Update
Update is a function that automatically checks whether a new update program is available from Olympus
Update Service.
When “Check for updates automatically” is enabled, each time an application is started it automatically
checks whether a new update has been published by Olympus Update Service. “Check interval” specifies the
interval of the automatic check as a number of weeks.
If an update program has been published, a confirmation message will appear asking whether or not it
should be downloaded automatically. Selecting [Yes] downloads the update program in the background.
After download is complete, a confirmation message will appear asking if the update should be performed.

This setting is enabled when “Access the Olympus Update Service and check for updates” is selected
for the [Software Update] setting on the [Management] tab.

When proxy server settings are required, click Proxy Settings and then configure server address and
port number settings.
Dictation Module update
Specifies whether or not to download the Dictation Module automatically.
Transcription Module update
Specifies whether or not to download the Transcription Module automatically.
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4.8 Management
Set profiles intended for an administrator.
Viewable Options
Device Settings
Logging
Software Update
Firmware Updates
Device Detector
Workgroup Environment
4.8.1 Viewable Options
Specifies the types of options displayed on the Option Settings dialog box of the Dictation
Viewable Options
Clearing the check box of an item causes that item not to be displayed on the Option Settings dialog box of
the Dictation Module/Transcription Module.
Items
Folder Design
Workflow
E-mail / FTP
Functions
Specifies show or hide for the [Folder Design] tab.
Specifies show or hide for the [Workflow] tab.
Specifies show or hide for the [E-mail / FTP] tab.
Default
ON
ON
ON
Set device setting privileges for Authors.
Device Customization
Items
Display Device Setting
option in the Dictation
Module
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Functions
Specifies whether to display the Device settings in the
Dictation Module.
With the checkbox unchecked, the Device button does
not appear on the category bar in the Dictation Module
option settings dialog box. Moreover, the [Device
Settings] menu becomes invalid, and Authors are not
allowed to make any operations for device settings.
Default
Enabled
Device Update
Items
Update device configuration
automatically
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Functions
Specifies whether to apply the device configurations
set via the System Configuration Program to devices
automatically when connected to a PC.
When this checkbox is checked, the locked settings in
the System Configuration Program are applied to
devices automatically. The unlocked settings are only
applied upon connection when they have been
modified.
Default
Enabled
4.8.3 Logging
Set the profile for log file output.
Encryption
Items
Functions
Output encrypted file
names and passwords to a
log file
Specify whether to output a log file that contains
encrypted file names and passwords.
With this enabled, log files that record encrypted file
names and passwords line by line are output.
Select where a log file is output from a list or specify its
path.
Enter the name of a log file
Location
File Name
Default
Disabled
Recording in a log file is performed only when a password is entered for encryption
against the password entry prompt. If encryption is performed using the password set
in the folder, recording in a log file is not executed.
4.8.4 Software Update
Set the method for checking for software updates.
Method for Checking for Updates
Select the method for checking for updates for Dictation Module and Transcription Module from the
following:
Items
Functions
Access the Olympus
Update Service and check
for updates
When this item is selected, the Dictation Module and
Transcription Module access Olympus Download
Service and check for updates. To configure advanced
settings, click Update.
Transcription Module access the repository and check
for updates.
Updates are checked for automatically when the
module is started up. If an update is available, module
startup is interrupted and the update is executed.
With this item selected, the update check function on
the user module is disabled.
This item is intended for workgroups managed with
methods other than System Configuration Program.
Select this item, for example, when managing the
module with Active Directory group policies.
Access the repository and
check for updates
Do not check for updates
Set the method for checking for firmware updates.
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Default
OFF
ON
OFF
Items
Functions
check for updates
Transcription Module access the repository and check
for updates.
Updates are checked for automatically when the
module is started up. If an update is available, module
startup is interrupted and the update is executed.
When this item is selected, checking for updates by
modules used by the user is disabled.
Select this option if manual updating is preferred or
any time you do not want to use the auto distribution
function.
Default
ON
OFF
4.8.6 Device Detector
Device Detector is a resident application that detects Olympus devices connected to the PC and
automatically starts up Olympus application software specified by the user. It is installed automatically along
with Dictation Module and Transcription Module.
Device Detector settings can be controlled from System Configuration Program.
Auto Start of the Application
Items
The application will start
automatically when a
device is connected
Functions
Check the checkbox if you want to start the application
automatically when the device is connected.
When a device is connected to the PC, the application
at the top of the list will start up automatically.
To change the priority sequence, select the application
whose priority you want to change in the application
list, and then use the [] and [] buttons to change its
position in the list.
Default
OFF
4.8.7 Workgroup Environment
Configure the settings for the Workgroup system environment.
Repository
Specify whether to allow the repository path to be changed via the Dictation Module/Transcription Module.
If the repository cannot be accessed via the Dictation Module/Transcription Module, the path can be changed
from the Dictation Module/Transcription Module even when the locked setting is not applied.
License Server
Specify the address and port for the license servers.
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5 Making Profile Settings (DSS Player Pro R5 Users)
This section explains how to configure profile settings of the users and user groups that use DSS Player Pro
R5 client applications (Dictation Module, Transcription Module).
Settings that can be configured with System Configuration Program depend on the client application version.
For information about how to configure profile settings of the users and user groups that use ODMS R6 client
applications, refer to “Making Profile Settings (ODMS R6 Users)”.
Setting items are grouped according to the categories described below.
Categories
Property
Folder Design
Workflow
User Settings
E-mail / FTP
Device
Update
Management
Functions
Sets user or group identification information
Sets up folders to be used by an Author or Transcriptionist
Sets up workflows to be performed by an Author or
Transcriptionist
Sets up items related to facilitating user operations
Sets up user email and FTP
Sets up devices to be used by Authors and Transcriptionists
Sets up software and firmware updates
Sets up items for an administrator
Adding a new user or group causes the Profile dialog box to appear in order to set up the profile for the user
or group.
When altering an existing user or group profile, open the Profile dialog box using one of the following
methods:

From the User Management window group tree or member list, select a user or group, and then click
on the toolbar.

From the member list of the User Management window, select a user or group by double-clicking it.
 You cannot set up profiles for [Authors] and [Transcriptionists], which are built-in
groups.
 The settings of the group being added to are used as the default settings for new
users. When users are added to the Authors or Transcriptionists built-in group,
application default settings are the default settings for new users. When users are
added to other groups, the settings of the group being added to are the default
settings for new users.
Property
Folder Design
Workflow
User Settings
E-mail / FTP
Device
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Update
Management
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5.1 Property
Set user or group identification information.
User Properties
The table below shows user identification information to be set.
Items
User Name
First Name
Last Name
Full Name
Telephone Number
E-mail Address
Network Environment
Department
Notes
[Search] Button
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Details
Enter a name to identify the user. Specify the user ID for
logging in to the PC. (Mandatory)
Enter the first name of the user. (Optional)
Enter the last name of the user. (Optional)
Enter the full name of the user. This is automatically
entered when the first name and last name are entered.
(Optional)
Enter the phone number of the user. (Optional)
Enter the email address of the user. (Optional)
From the drop-down list, select “Local” or “Remote” as
the user’s network environment. (Optional)
Enter the department of the user. (Optional)
Enter any additional information about the user.
(Optional)
A dialog box for a user search appears so that you can
search for a user with Directory Service. Select a user and
then click the [OK] button. The user’s information will be
set in the Property dialog box. (Optional)
Group Properties
The table below shows group identification information to be set.
Items
Group Name
Notes
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Details
Enter a name to identify the group. (Mandatory)
Enter any additional information about the group.
(Optional)
5.2 Folder Design
You can customize a folder for saving dictation files and document files.
For items marked
, you can switch between locked and unlocked.
=> Locking the Settings
Folder Tree
Folder Properties
Attributes
Actions
5.2.1 Folder Tree
The folder tree is shown to the left of the Profile dialog box under Folder Design.
The folder structure of the Dictation Module/Transcription Module of the user or group currently selected will
be shown on the display.
The types of folders displayed will differ slightly depending on whether the selected user is an Author, Author
group, Transcriptionist, or Transcriptionist group.
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Folder Functions
The table below shows the functions of individual folders.
For the property settings of individual folders, see “Folder Properties.”
Folders to be displayed differ depending on the type of user or group selected.
The [Relevant Users] column in the table below shows the relevant types of users and their accompanying
icons:
: Author or Author group
: Transcriptionist or Transcriptionist group
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Folder Names
Dictation Tray
Download Tray
Folders A to
Descriptions
This is a virtual folder that allows users to manage dictation
files.
These folders are shortcut folders for users to download and
manage dictation files from the recorder.
Folders G
Custom Folder
Subfolder
Recording Folder
Inbox
Outbox
(
E-mail /
FTP)
Sent Items
Forwarded
Finished
Backup
Recycle Box
Transcriptionist
Tray
Document Tray
My Documents
Outbox
(
E-mail /
Sent Items
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FTP)
files. If a new folder is created under this folder, the same
attributes will apply.
incomplete dictation files (recording pending status).
This is a shortcut folder for Transcriptionists to receive
dictation files through email or FTP. Dictation files that do not
meet the reception rules are stored in this folder.
This is a virtual folder that is the first destination when a
dictation file is sent via email or FTP. When transmission is
completed, the files are moved to Sent Items.
dictation files that have been sent from the E-mail and FTP
folders.
Items folder.
manage dictation files that have been transmitted. When
manual transfer through email or FTP is successfully
performed, this folder is used to move the original dictation
files as sent files.
files for which transcription and voice recognition have been
finished.
This is a shortcut folder that allows the user to back up
original dictation files when downloading or importing them.
This is a shortcut folder that allows users to temporarily store
old or unnecessary dictation files.
This is a virtual folder that allows Transcriptionists to view
dictation files other than those in the Outbox (E-mail / FTP
included), Forwarded, Finished, Backup, and Recycle Box
folders.
This is a virtual folder that allows users to manage document
files. Registering the extensions of document files enables
them to be managed with My Document.
This is a shortcut folder that allows users to manage
document files. Document files received through email and
FTP are stored in this folder.
This is a virtual folder that is the first destination of a
document file when sent by a Transcriptionist via email or
FTP. Once transmission is completed, the files are moved to
Sent Items.
manage document files that have been sent from the E-mail
and FTP folders.
Items folder.
Relevant
Users
Sharing My Document Folder
In a case where My Document folder is set as a shared folder on the network, only
transcribed document files will be displayed.
Folder Settings
You can specify to display or not display folders used by individual users and groups. You can also create, add,
and delete folders.
Using the checkbox beside a folder name, an administrator can specify whether the folder is to be available
or unavailable to users or groups.
Deactivated folders will not be shown in the folder tree of Dictation Module/Transcription Module used by the
user or group currently selected. Moreover, the user is not allowed to perform file operations (download,
import, move, copy) related to the folder.
The following operations allow folders to be added and deleted. Note that some folders cannot be added or
deleted.


To create a new folder, click the [New] button.
To add a folder, click the [Add] button, and then make settings in the displayed Browse for Folder
dialog box.

To delete a folder, select it, and then click the [Remove] button.
For buttons marked with
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5.2.2 Folder Properties
The [Folder Properties] area displays the property of the folder selected from the folder tree.
You can change the properties for each individual folder.
Property items that can be set differ depending on the folder selected.
Attributes
Enabled
Name
Path
Encryption
Password
Ownership
Document Type
Actions
Auto Download
Format Conversion
Send via E-mail
Send via E-mail (Alternate profile)
Send via FTP
Send via FTP (Alternate profile)
Backup
Notification
Clean
Purge
Property setting method
Two methods are available to set individual property items: by clicking the [+]
button, and by using the dialog box displayed by clicking the
button.
5.2.3 Attributes
Set up the folder attributes.
Enabled
Name
Path
Encryption
Password
Ownership
Document Type
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Enabled
Specify whether to display folders in the folder tree.
This setting is linked with the checkbox On/Off of the folder tree.
Folders with non-display specified are not shown in the folder trees of Dictation Module/Transcription Module
so that users cannot perform file operations (download, import, move, copy) regarding the folder.
Name
Set a folder name.
Click on the cell and enter a folder name directly.
When this is enabled, the Name attribute will automatically change to the same name of the folder specified
through the Path attribute.
Path
Enter the path to the folder. Or, folder variables can be used as part of the path to make it easier to configure
a path to match a client environment.
Folder Variables
The following folder variables can be used to set folder paths.
Variable Names
AppDataFolder
CommonAppDataFolder
DesktopFolder
LocalAppDataFolder
PersonalFolder
TempFolder
USERPROFILE
Details
Application Data folder of each user
Encryption
Setting the Enabled attribute to [Yes] causes files in the folder to be encrypted with passwords. If a password
has not been set, it has to be set in the Encryption Password dialog box that is displayed when the encryption
procedure is started. Moving the folder does not affect the Encryption attribute.
For the password setting method, see the “Password” section below.
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Password
If you activate the Encryption attribute, you must also set a password for encrypting the files stored in the
folder.
Click the
button, and then use the displayed Encryption Password dialog box to set or change the
password.
The password must consist of 4 to 16 alphanumeric characters.
Ownership
Setting the Enabled attribute to [Yes] hinders dictation files from moving to the Transcription Module
Finished folder when transcription is finished.
The Ownership attribute can be set to Download Tray and Custom Folder. The subfolders of the set folder are
also assigned the same Ownership attribute.
Ownership
Auto Collection
Yes
Yes
No
No
Yes
folder (setting with the rule)
Will not be moved
Finished folder
Will not be moved
No
Document Type
Set the types (extensions) of document files to be supported by the folder.
Click the
button, and then use the displayed Support Document Type dialog box to set the extensions of
document files.
By default, TXT and DOC extensions are supported.
You can set up to 100 extensions.
5.2.4 Actions
Make settings regarding folder operations.
Auto Download
Format Conversion
Send via E-mail
Send via E-mail (Alternate profile)
Send via FTP
Send via FTP (Alternate profile)
Backup
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Notification
Clean
Purge
Auto Download
Specify whether to automatically download dictation files from a recorder.
Click the [+] button to make settings for Auto Download.
Enabled
: When set to [Yes], the device’s multiple storage media will be detected, and files will
be automatically downloaded. When downloading is complete, a completion
message will be temporarily displayed.
Locked
: To prevent users from changing settings
Format Conversion
Set up auto format conversion of files stored in the folders.
Click the [+] button to make settings for Format Conversion.
Enabled
: To enable/disable auto format conversion
Target Format : To select a file format
Format Attributes : To select an audio format
Original Dictation : To delete the original file after conversion
Locked
To make settings, you may also use the Conversion Settings dialog box displayed by clicking the
button.
Send via E-mail
Specify whether to automatically transmit files via email.
Click the [+] button to make settings for Auto Send via E-mail.
Auto Send
: To enable/disable auto transmission via email
Profile
: To select the profile to be used for auto transmission
TO
: Address (destination) of the email
CC
: Destination of a copy of the email (This destination will be disclosed to other
recipients.)
BCC
: Destination of a blind copy of the email (This destination will not be disclosed to
other recipients.)
Subject
: Subject of the email
Message
: Main text of the email
: To specify display or non-display of a confirmation dialog box at the
time of auto transmission
Locked
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
If multiple profiles exist for E-mail, a dialog box for selecting one profile will appear.
If no profile is present for E-mail, a new profile can be created after the confirmation dialog box is
displayed.
=>E-mail / FTP
To make settings, you may also use the Send E-mail Destinations dialog box displayed by clicking the
button.
Send via E-mail (Alternate Profile)
Selecting “Yes” for the “Auto Send” attribute enables the alternative function of “Send via E-mail”.
In cases where email cannot be transmitted with the profile of “Send via E-mail”, transmission will be
If both “Send via E-mail” and “Send via E-mail (Alternate)” fail to transmit, a warning message will be
displayed so that you can select which profile to use.
To make settings, you may also use the Destination of Sent email dialog box displayed by clicking the
button.
Send via FTP
Specify whether to automatically transmit files via FTP.
Click the [+] button to make settings for Auto Send via FTP.
Auto Send
: To enable/disable auto transmission via FTP
Profile
: FTP profile to be used for auto transmission
: Shows or hides the confirmation dialog box when a file is
automatically sent
Locked


If multiple profiles are present for FTP, a dialog box for selecting one will appear.
If no profile is present for FTP, a new profile can be created after the confirmation dialog box is
displayed.
=> E-mail / FTP
button.
Send via FTP (Alternate Profile)
Selecting “Yes” for the “Auto Send” Enabled attribute enables the alternative function of “Send via FTP”.
In cases where FTP transmission cannot be performed with the profile of “Send via FTP”, transmission will be
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If both “Send via FTP” and “Send via FTP (Alternate Profile)” fail to perform FTP transmission, a warning
message will be displayed so that you can select which profile to use.
button.
Backup
Enabling [Backup] causes files in the folders to be copied to the Backup folder.
Notification
Specify whether to receive notification when a new file is stored in the folder.
Notification is given when a file is added through downloading, email/FTP reception, or by other means.
Selecting [Yes] causes notification of a new file to be given according to the Workflow Notification setting.
Clean
Specify how long folder files are to be stored.
You can specify whether to move the files to Recycle Box or to delete them when the set storage period
passes.
Storage period
: With numeric values and units (see below), specify a period from movement to
the Finished/Sent Items Folder to deletion (cleaning).
Numeric value
: 1 to 99
Locked
Unit
Click the [+] button to make settings for cleaning.
Enabled
: To enable/disable cleaning
Aging period : Condition of the file to be cleared (cleaned) (default: one month)
Option
: Deletion condition of the cleared (cleaned) file
Locked
To make settings, you may also use the Cleaning Settings dialog box displayed by clicking the
button.
Purge
This setting is used for a Backup folder or Recycle Box. Setting Purge in a folder causes dictation files in the
folder to be automatically deleted (purged).
With numeric values and units, specify a period from copy to Backup Folder or movement to Recycle Box to
purging.
Storage period
Numeric value
Unit
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: 1 to 99
Click the [+] button to make settings for purging.
Enabled
: To enable/disable purging
Target
: Condition of the file to be purged (default: one month)
Locked
To make settings, you may also use the Purge Settings dialog box displayed by clicking the
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button.
5.3 Workflow
This allows you to customize the settings for downloading dictation files and automatic editing.
General
Download
Import
Auto Classification
Notification
Routing
Author
Worktype
Direct Recording
Hands Free Recording
Voice Recognition
Transcription
Receive (Author)
Receive (Transcriptionist)
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Auto Collection
Logging
5.3.1 General
Make settings for general Workflow items.
DSS Classic
Delete Option
Device Synchronization
Filename Resolution
Refresh interval
DSS Classic
Select this checkbox only if accessing shared folders on the network using DSSPlayer Pro R4.
Delete Option
Specify how dictation files are to be processed when an attempt is made to delete them using [Delete] in the
[Edit] menu or using the Hotkey (Ctrl + D).


Selecting “Move to Recycle Box” will move deleted files to Recycle Box.
Selecting “Delete completely” will permanently delete the files.
With “Move to Recycle Box” selected in the “Delete Option”, [Shift]+[Delete] will
execute the “Delete completely” process. With “Delete completely” selected,
[Shift]+[Delete] will execute the “Move to Recycle Box” process.
The setting for this item is effective only for dictation files. When an attempt is made to
delete document files, the “Delete completely” process is executed and the
documents are permanently deleted.
Device Synchronizaton
Specify whether to automatically synchronize the clock settings of a DVR (recorder) with that of a PC when
the DVR is connected to the PC.
Filename Resolution
Specify whether to execute the rename process when dictation files are downloaded, imported, or dragged
and dropped.

When “Automatic rename” is selected, files will be automatically renamed if files with the same name
exist at the transfer destination.
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
When “Prompt user for Action” is selected, a message will be displayed if files with the same name
exist at the transfer destination so that you can specify whether the files are to be overwritten or
renamed.
Refresh interval
Make settings for refreshing the current folder.
When “Refresh folders automatically every” is enabled, information shown in the Contents List View is
automatically updated at a specified interval. You can specify the interval with “Refresh interval” (1 to 999
minutes).
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5.3.2 Download
Make settings for operations to be performed when dictation files are downloaded.
You can make download settings for message displays, file naming rules, deletion conditions, and other
functions.
Automatic Download
Advanced download
Job Data Settings
Rename
Delete
Automatic Download
The Auto Download function automatically loads audio data on to a PC after detection of device connection.
The following items can be set only for folders with the Auto Download function enabled.
Do not display the main window
When this item is enabled, a device is detected at the time of connection, and dictation files are
automatically downloaded without displaying the DSS Player main window.
Prompt for selecting the file to be downloaded
When this item is enabled, a dialog box for selecting a file to be downloaded appears when auto
downloading is executed. At that time, the dialog box shows only the folder files with auto
downloading enabled.
Advanced download
This downloads dictation files to specified folders allocated by each individual Author ID.
 This option overrides [Download Folders A-G] on the [Device] menu. Use [Download
All] when downloading the files.
 Auto download settings are implemented in accordance with the [Auto Download]
settings of the Download Tray. The [Auto Download] settings of individual folders
(such as Folder A, etc.) are not displayed and are disabled.
If you have enabled “Download all dictations to...”, select a download method.

When “Specific folder” is selected, all dictation files in the device are downloaded into the specified
folder.

When “Folder routed by Author ID” is selected, dictation files are downloaded to the classified folders
according to the rule set with Auto Classification.
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Job Data Settings
When “Prompt for data every time a file is downloaded” is enabled, the Edit Job Data dialog box will appear
each time a file is downloaded.
You can configure the Worktype ID and Option Item for each file as they are downloaded.
Rename
When “Rename downloaded files with the set format” is enabled, downloaded files are renamed according to
a specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed Format Options Dialog Box.
them.
Delete
Specify the method for deleting dictation files after they are downloaded.

When “After downloading file(s), delete the original file(s)” is enabled, the original files will be deleted
after being downloaded.

executed.

5.3.3 Import
Make settings for importing dictation files.
You can make import settings for message displays and file naming rules.
Job Data Settings
Rename
Delete
Job Data Settings
When “Prompt for data every time a file is imported” is enabled, the Edit Job Data dialog box will appear
when a file is imported.
You can configure the Worktype ID and Option Item for each file as they are imported.
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Rename
When “Rename imported files with the set format” is enabled, imported files are renamed according to a
specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed File Name Settings Dialog Box.
them.
Delete
Specify the method for deleting dictation files after they are imported.

When “After importing the file(s), delete the original file(s)” is enabled, original files will be deleted
after being imported.

executed.

5.3.4 Auto Classification
Set the rules for auto classification for downloading and importing dictation files.
With an Author ID and storage folder specified, downloaded and imported dictation files are automatically
loaded into the folder corresponding to the Author ID.
To encrypt dictation files automatically when saved, you must set the Encryption attribute for the folder and
set a password. Click “Encryption Setting”, and then use the displayed Folder Properties to set both the
Encryption attribute and a password.
You can register up to 100 rules.

To add a rule, click the [Add] button, and then make the appropriate settings in the displayed Rule

To change a rule, select an Author ID on the list, and then click the [Modify] button. Use the Rule
Settings dialog box to make changes.

To delete a rule, select an Author ID on the list, and then click the [Remove] button.
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5.3.5 Notification
This setting causes a Notification Window (pop-up window) to appear when a file is added to the folder.
Pop up Notification
Sound Notification
When a file is added to the folder with this item enabled, the user is notified with a sound and a pop-up
window.
You can make the notification setting for each folder with [Set notification folder].
If the status of the dictation file is [Recording Finished], notification is repeated, even for dictation files for
which notification has already been given.
This performs notification only for reception of dictation files having [High] selected for their Priority level.
Pop up Notification
This performs notification of dictation file reception with a pop-up window.
When the [Customize] button is clicked with this setting enabled, the Customize Notification dialog box will
appear so that you can set the display duration and the contents to be displayed in the pop-up window.
Sound Notification
Set notification sound.
button
: Plays the notification sound
button
: Stops playback of the notification sound
button
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: Specifies the desired notification sound (Default: [MediaFolder]Notify.wav)
This performs notification of file reception even when Transcription Module has not yet been started.
5.3.6 Routing
Set the routing rules.
A list of registered routing rules is shown (100 items max).
The icon display is switched with E-mail(

) and FTP(
).
Sender
: Shows the senders of dictation files
Destination
: Shows the destination path of dictation files
Receiver
: Shows the recipients of document files
To add a routing rule, click the [Add] button, and then make settings in the displayed Routing Settings
dialog box.

To change a rule, select the rule, click the [Modify] button, and then modify settings in the displayed

To delete a routing rule, select a rule, and then click the [Remove] button.
5.3.7 Author
Make settings for Authors.
The Author ID and Priority Level registered here can be selected when a new dictation file is created through
direct recording or other methods.
You can register up to 10 Authors.

To add an Author, click the [Add] button, and then register a new author in the displayed Author

To change an Author, select an Author ID, click the [Modify] button, and then make changes in the
displayed Author Property dialog box.


To delete an Author, select an Author ID, and then click the [Remove] button.
To change the order of the Authors, select an Author ID, and then click the [UP] or [Down] button.
 Enter an Author ID using up to 16 characters.
 Specify the Priority Level in the range of 0 to 15.
5.3.8 Worktype
Multiple registered Worktype Lists can be transferred to a recorder.
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When performing direct recording or recording with a recorder, selecting a Worktype ID causes Option Item
and other information to be recorded automatically.
You can register up to 10 Worktype Lists.

To add a Worktype List, click the [Add] button, and then make settings in the displayed Worktype

To change a Worktype Property, select an Author ID, click the [Modify] button, and then make changes
in the displayed Worktype Property dialog box.


To delete a Worktype Property, select an Author ID, and then click the [Remove] button.
To change the order of the Worktype Lists, select an Author ID, and then click the [UP] or [Down]
button.
Recording parameters for direct recording can be configured.
The settings are enabled when performing direct recording with an Olympus direct recording device.
Basic Settings
Prompt Option
Voice comment
VCVA
Start option
Button function
Basic Settings
Recording Format
Set the recording format for the Direct Recording window.
Click the [Format] button, and then use the displayed Recording Format Settings Dialog Box to
select a recording format.
File Name Format
Set the file naming rule to be followed when a new recording is performed.
To set the naming rule, click the [Format] button, and then use the displayed File Name Settings
Dialog Box.
You specify which items are to be included in file names, as well as the characters for separating
them.
Destination Folder
Set a folder that stores files for which direct recording has been finished.
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To set a storage folder, click the [Browse] button, and then use the displayed dialog box.
Prompt Option
When [Prompt for job data when direct recording is started] is enabled, the Edit Job Data dialog box will
appear so that you can check and alter the Worktype ID, Option Items, and other items before direct
recording is started.
When [Prompt for confirmation when direct recording is finished] is enabled, the Dictation Finished dialog
box will appear when direct recording with Dictation Module has finished. The Dictation Finished dialog box
allows you to change the file name and storage folder of recorded dictation files, among other things.
Voice Comment
When [Verbal comment] is enabled, a verbal comment can be recorded through direct recording. (Default:
enabled)
With [Instruction comment] is enabled, the Instruction Comment mode switch button appears for direct
recording so that an instruction comment can be recorded. (Default: enabled)
VCVA
Moving the slider to [Min] activates the VCVA mode (voice recognition activated).
Moving the slider toward [Max] (to the right) decreases the voice detection level, which means the recorder
is unable to detect faint sound.

You can adjust the VCVA level in the range of 0 to 9 (10 steps).
Start option
Make settings for using a direct recording device.
When this item is enabled, the recording window is started without starting the Dictation Module main
window in the following cases:


In cases where Dictation Module is started through Directrec button operations
In cases where Dictation Module is automatically started through connection detection by Directrec
When the Direct Recording window is closed. The Dictation Module main window will appear.
Button function
Enabling this item changes the REV button function of the direct recording device to the REW button
function.
5.3.10 Hands Free Recording
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When a Olympus foot switch is connected to the PC while Direct Recording window displays, audio
can be recorded without operating buttons on the Direct Recording window or on devices such as
michrophones.
Items
Pedal Operation
Functions
Default
Selects operation mode for a foot switch.
Continuous
Press
RS-27
Selects a sample image for a foot switch
on the option dialog.
Model
Assignable functions and default value (in bold) for each pedal are as follows.
Pedal Operation
Rew Pedal
Continuous Press
Shotr Press
LISTEN Pedal
FF Pedal
REV/PLAY
REV/PLAY
REV/PLAY
REC/STOP
REC/STOP
REC/STOP
NEW
REW
NEW
REW
NEW
REW/STOP
PLAY/STOP
PLAY/STOP
PLAY/STOP
REC/STOP
REC/STOP
REC/STOP
NEW
NEW
NEW
5.3.11 Voice Recognition
Make settings for using the voice recognition function.
Range
Set voice recognition operations.
Selecting [Entire File] subjects the entire file to voice recognition.
Selecting [Between Index Marks] divides a file, according to each Index Mark, for voice recognition.
Others
When [Use Noise Cancellation] is enabled, noise cancellation is applied.
When [Play automatically when voice recognition is started] is enabled, auto play occurs at the time of voice
recognition.
When [Open specified word-processor] is enabled, the designated word processor is started.
With [Open word-processor using document template] is enabled, it is possible to set a document template
to open according to the set Author (ID) and Worktype. (Up to 100 items can be registered.)

To add a document template, click the [Add] button, and then make settings in the displayed Template
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Association dialog box.

To change a document template, select a document template, click the [Modify] button, and then
make settings in the displayed Template Association dialog box.

To delete a document template, select a document template, and then click the [Remove] button.
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groups. This section describes the reception settings for Authors and Author groups.
For the settings for Transcriptionists and Transcriptionist groups, see “Receive
(Transcriptionist)”.
Make settings for automatically receiving document files.
Set a time limit for E-mail / FTP, document file types, reception notification, and dictation files.
Received document
Notification
Received document

With [E-mail] enabled, a document file can be received via email.

=> E-mail / FTP

With [FTP] enabled, a document file can be received via FTP. Multiple FTP sites can be registered. After
registration, the sites are added to the list.
A document file can be received through an FTP profile whose checkbox has been checked.

It is possible to receive document files with extensions that are specified in the list of [Select the
extension of document file to receive].

Clicking [Add/Remove support document type] displays the Document Tray Folder Properties setting
window. To change the document type, click the
button in the Add/Remove support document type,
and then use the displayed Supported Document Type dialog box.
Notification
When a new document file is received through E-mail / FTP with “Enable notification for new document”
enabled, the user is notified of reception with sound and a pop-up window.

Enabling “Sound” causes the specified file to be played when a new document file is received.
button
: Plays the registered notification sound
button
: Stops playback of the registered notification sound
button
: Specifies the desired notification sound (Default: Notify.wav)
To play a registered dictation file
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
When “Pop-up” is enabled, the following pop-up window appears when a new document file is
received.
When this item is enabled, a time limit for transcription can be set to a dictation file transmitted via email or
FTP; if the document file is not returned within the alloted time limit, the display color of the dictation file will
change.
You can set the time limit in the range of 1 to 999 hours.
groups. This section describes the reception settings for Transcriptionists and Transcriptionist groups.
For the settings for Authors and Author groups, see “Receive (Author).”
Make settings for automatically receiving dictation files.
Set E-mail / FTP profiles and dictation files type.
Receiving Dictation
Rename
Receiving Dictation

When “E-mail” is enabled, a dictation file can be received via email.

=> E-maii / FTP


When “FTP” is enabled, a dictation file can be received via FTP.
Multiple FTP sites can be registered. After registration, the sites are added to the list.
A dictation file can be received through an FTP profile whose checkbox has been checked.

It is possible to receive dictation files with extensions that are specified in the list of “Specify the
dictation type to receive by selecting applicable extensions”.
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Rename
When “Rename received dictation with the set format” is enabled, received dictation files are renamed
according to a specified naming rule.
To set the naming rule, click the [Format] button, and then use the displayed Format Option Dialog Box.
them.
5.3.15 Auto Collection
Dictation files whose status is “Transcription. Finished” in the Download Tray/Custom Folder are moved to a
specified folder. In combination with the Ownership attribute, the storage destination of dictation files
changes.
Activate Automatic collection function
When this item is enabled, dictation files with [Transcription finished] status are moved to a specified folder.
Two movement methods are available:


Movement to the Finished folder
Movement to a folder specified by each Author ID according to a set rule
To set the rule, perform the following operations:


To change a rule, select a rule, click the [Modify] button, and then make changes in the displayed Rule

To delete a rule, select a rule, and then click the [Remove] button.
In combination with “Ownership”, dictation files with “Transcription. Finished” status are automatically
moved to the Finished folder.
Ownership
Auto Collection
Yes
Yes
No
No
Yes
folder
Will not be moved
Finished folder
Will not be moved
No
5.3.16 Logging
Generate a log file about user operation.
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User Operations
Items
Functions
Specify whether or not to
output user actions to a log
file
Location
Enable this item when outputting a log file
in which user operations have been
recorded.
From the list, select a location to which a
log file is to be output, or enter it directly.
Set a log file name.
The format of a file name will be (prefix)
computer name_yyyy-mm(suffix)Only
the (prefix) and (suffix) portions can be
changed.
File Name
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Default
Disabled
5.4 User Settings
Set the profile that users are allowed to customize when using Dictation Module and Transcription Module.
[User Settings] can only be set for individual users, not for Author Groups and
Transcriptionist Groups.
General
Keyboard
Playback Control
Transcribe Bar
5.4.1 General
Language Selection
Select a language to be displayed for the application.
When changed, the new selection becomes effective after the application is restarted.
Dictation Color
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The colors of the list display can be set according to the status of individual dictation files.
Dictation Type
High Priority (Back color)
New (Recording Finished)
In progress (Transcription In progress)
Pending (Transcription Pending)
Finished (Transcription Finished)


Default Color
Custom
Black
Black
Olive
Silver
Font
Bold
Italics
Default
DS500001.ds2
DS500001.ds2
DS500001.ds2
DS500001.ds2
DS500001.ds2
A color can be selected from the drop-down list.
Clicking the [Custom] button allows a new color to be added to the drop-down list after color
customization.


Clicking the [Reset] button causes the default color to be restored.
System Event Sounds
Disables system sounds while transcription Module is launching.
5.4.2 Keyboard
The keys on the keyboard can be assigned with functions.
Category
Selecting a category from the category list displays the command and key assignment list of the selected
category.



Playback Control
Direct Recording
General
New Key

To assign a function to a new key, select a command not yet assigned to any key, directly enter it in
the “New key” box with the keyboard, and then click the [Assign] button. Combinations of [Alt],
[Shift], and [Ctrl] with any other keys are possible.

To change key assignments, select the target command, directly enter it in the “New key” box with the
keyboard, and then click the [Assign] button.


To delete an assigned command, select the command, and then click the [Remove] button.
To return the key assignment to default, click the [Reset All] button.
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For the default key assignments, see “List of Default Key Assignments.”
Current Key
If a key already assigned is entered into the “New key” box, the currently assigned command will be shown.
For default key assignments, see “List of Default Key Assignments.”
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5.4.3 Playback Control
Make settings for playing dictation files.
Control Indicators
Auto-backspace
Position
Winding Speed
Control Indicators
Make settings for the following control display switches:




Speed control display/non-display
Noise cancel control display/non-display
Tone control display/non-display
Level meter control display/non-display
Auto-backspace
Set the speed for Auto backspace in the range of 0.0 to 5.0 seconds (0.1 second step)
For Transcriptionists and Transcriptionist groups, the following links are shown.
Set the individual items with [Transcribe bar].
Display mode
Length/Remain time indication
Always on top
Position
When this item is enabled, the application is displayed in the uppermost window. For Transcriptionists and
Transcriptionist groups, this setting can be made with Transcribe bar.
 The application’s main window cannot be displayed in the uppermost position.
 This applies only to the application's Playback Control Window and Direct Recording
Window.
Winding Speed
Select the winding speed for CUE/REVIEW and FF/REW from four possible levels.
The horizontal axis shows the time elapsed from the start. (3 seconds min., 60 seconds max)
The vertical axis shows the multiplying factor relative to standard play. (x1.5 min., x50 max)
After clicking one of the four possible levels, the multiplying factor becomes adjustable for the selected level.
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Note that adjustment to a level below the multiplying factor of one level previous cannot be performed.
When performing adjustment, select a box for each level.


Elapsed time can be adjusted using
and
.
The playback scaling factor can be adjusted using
and
.
For CUE, audio data is usually thinned out for play. When this item is enabled, Speed Control is used for x1.5
and x2.0 speed so that continuous playback without thinning out becomes possible.
Make various settings for the Transcribe bar.
Display mode
Display mode
Specify the display mode for when transcription starts.
Select [Standard view] (Playback Control Window) or [Transcribe bar].
Switch the display between playback duration and remaining time.
When [Always on top Playback control/Transcribe bar] is enabled, the Transcription Module Playback Control
Window or Transcribe bar is displayed as the uppermost window.
This does not apply to the Playback Control Window of the main window of
Transcription Module.
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Set the buttons to be displayed on the Transcribe bar.


To add a button, select the button from [Non Display Button] (left), and then click the [Add] button.
To make a button invisible, select the button from [Display Button] (right), and then click the
[Remove] button.


To return the button display to the default state, click the [Reset] button.
To change the order of the button display, select the desired button, and then click the [Up] or [Down]
button.
The button display can only be customized for the Transcribe bar. It cannot be
customized for Playback control.
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5.5 E-mail / FTP
Set profiles for E-mail and FTP.
E-mail
FTP
Send / Receive (Author)
Send / Receive (Transcriptionist)
Proxy
5.5.1 E-mail
This allows you to register and alter E-mail profiles. You can register up to 100 profiles.
DSS Player Pro R5 supports the following transmission/reception protocols:





IMAP
Microsoft Outlook
Novell GroupWise
Lotus Notes
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
Extended MAPI
Selecting an E-mail Profile
With E-mail profiles registered, the Default Profile drop-down list allows you to select a profile for sending
and receiving email.
Registering an E-mail Profile
Use the following procedure to register a new E-mail profile:
Procedure
1.
The E-mail Settings (Select) dialog box will appear.
2.
Select an email transmission/reception protocol, and then click the [Next] button.
If Microsoft Outlook has been selected, the following settings are not needed, and the setting
procedure is complete.
In other cases, the setting dialog box corresponding to the selected E-mail profile will appear.





3.
IMAP
Novell GroupWise
=>E-mail Settings (GroupWise) dialog box
Lotus Notes
Extended MAPI
=>E-mail Settings (Extended MAPI) dialog box
Make settings for individual items.
Only when you have selected Internet E-mail(POP3/SMTP) or IMAP, you can make detailed
settings such as port and SSL settings. To make detailed settings, click the [Advanced Settings]
button.


4.
=>Advanced Settings (POP/SMTP) dialog box
IMAP
=>Advanced Settings (IMAP) dialog box
To complete the settings, click the [Finish] button.
For detailed mail settings, consult the Internet Service Providers of the individual users
or your system administrator.
Altering a Profile
To alter an E-mail profile, select a profile, click the [Modify] button, and then use the displayed dialog box.
The dialog box displayed differs depending on the selected E-mail profile.
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




IMAP
Novell GroupWise
=>E-mail Settings(GroupWise) dialog box
Lotus Notes
Extended MAPI
=>E-mail Settings (Extended MAPI) dialog box
Deleting a Profile
To delete a profile, select it from the Default Profile drop-down list, and then click the [Remove] button.
Attachment
When this item is enabled, you can set the upper limit for the size of an email attachment to be sent. If the
upper limit is exceeded, another email is automatically generated to send the excess portion. You can set the
upper limit in the range of 1 MB to 100 MB (in 1 MB steps).
5.5.2 FTP
Set FTP profiles.
FTP Profile
A list of registered FTP profiles is shown. You can register up to 100 FTP profiles.
With multiple FTP profiles registered, you can perform transfers with the registered FTP Websites.

To add an FTP profile, click the [Add] button, and then make settings in the displayed FTP Settings
dialog box.

To alter an FTP profile, select a profile, click the [Modify] button, and then use the displayed FTP

To delete an FTP profile, select a profile, and then click the [Remove] button.
Usually transmission and reception through E-mail and FTP are performed at the moment the Send and
Receive button in the module is clicked. However, you can cause transmission and reception to be performed
automatically at certain intervals.
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Send interval
When “Automatically send dictations via E-mail/FTP” is enabled, dictation files in the Outbox are
automatically transmitted.

When “Send dictations in the Outbox immediately” is enabled, dictation files in the Outbox are

When “Send dictations in the Outbox Every” is enabled, dictation files are automatically transmitted at
the specified interval. (Default: 10 minutes)
Receive Interval
When “Automatically receive documents via E-mail / FTP” is enabled, dictation files sent via E-mail or FTP
can be received at the specified interval. (Default: 10 minutes)
Management File

When “Send management file with the dictation” is selected, dictation files, management files, and
Instruction Comment files (if present) are transmitted. Select this option when the addressee is a DSS
Player Pro R5 user or an ODMS R6 user.

When “Do not send management file with the dictation” is selected, only dictation files and Instruction
Comment files (if present) are transmitted. Select this option when the addressee is not a DSS Player
Pro R5 user or ODMS R6 user.
Transmission and reception through E-mail and FTP are usually performed at the moment the Send and
Receive button in the module is clicked. However, you can choose to have transmission and reception
performed automatically at certain intervals.
For items with a lock icon
, only a manager can unlock them.
Receive Interval
When “Automatically receive dictations via E-mail/FTP” is enabled, dictation files sent via E-mail or FTP can
be received at the specified interval. (Default: 10 minutes)
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Send interval
When ”Automatically send transcribed documents via E-mail/FTP” is enabled, document files in the Outbox
are transmitted immediately.

When “Send documents in the Outbox immediately” is enabled, document files in the Outbox are

When “Send documents in the Outbox every” is enabled, document files are automatically transmitted
at the specified interval. (Default: 480 minutes)
Management File

When “Send management file with forwarded dictation” is selected, dictation files, document files,
management files, and Instruction Comment files (if present) are transmitted. Select this option when
the addressee is a DSS Player Pro R5 user or an ODMS R6 user.

When “Do not send management file with the forwarded dictation” is selected, only dictation files,
document files, and Instruction Comment files (if present) are transmitted. Management files are not
transmitted. Select this option when the addressee is not a DSS Player Pro R5 user or ODMS R6 user.
5.5.5 Proxy
Make settings for Proxy.



When “Use Internet Explorer’s Settings” is selected, the Proxy server of Internet Explorer is accessed.
When “Don’t use the proxy server” is selected, a Proxy server is not set.
When “Use this proxy server” is selected, the entered address and Port number are used to access a
Proxy server.
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5.6 Device
The device settings allow you to acquire, configure, initialize, and save the setting information of the
individual devices.
The settings that can be made for Device are shown in tree form for each category. Clicking an item in the
tree causes the corresponding setting window to appear.

To return the device settings to default, click the [Reset] button. Note that in windows without [Reset]
buttons, you cannot restore the default settings.

To export the device settings, click the [Export] button.
 The devices that allow the items to be locked are only DS-5000/5000iD/3400/2400
and RS-27/28. With the settings locked, users are not allowed to change the
settings.
 You can enable and disable the lock attribute only in System Configuration Program.
 For device settings, the setting items and setting parameters (setting range) differ
among models. For details, see the reference manuals of the individual devices.
Devices that Support Device Settings
The following are the devices that support device settings in System Configuration Program:
For Authors and Author groups
DS-5000/5000iD
DS-4000
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DS-3400
DS-3300
DS-2400
For Transcriptionists and Transcriptionist groups
RS-27/28 (HID footswitch)
Device Settings for DS-5000/5000iD/3400
Device Settings for DS-4000/3300
Device Settings for RS-27/28
These can be set for Authors and Author groups.
The items and functions regarding the device settings for DS-5000/5000iD/3400 are described below:
Standalone
Common Settings
General
Recording
Display
Administrative Settings
General
Display
Device Security
Author List
Worktype List
Device Folders
Recording
Hands-free
PC Link
Standalone Common Settings
General
Items
Beep Sound
Power Save
USB Class
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Functions
Specifies the power saving time
Switches the USB connection mode
between Composite mode and Storage
Default
ON
10 min.
Composite
Card Select
mode
Switches the card to be accessed
DS-5000/5000iD are supported.
DS-3400 is not supported.
Disable SD Card Slot
Cue/Review Setting
(Sound)
Cue/Review Setting
(Speed)
When this is enabled, access to the SD
card slot in a device is disabled and the
connection is not recognizable.
Selects whether or not to play sound
while fast-forwarding or rewinding during
play back.
Sets the Cue/Review speed. Move the
indicator to the left or right to decrease or
increase the speed respectively.
SD
None
DS-5000/50
00iD:OFF
DS-3400:ON
3
Recording
Items
Recording Mode
VCVA Mode
Functions
Specifies the recording format
Switches the VCVA mode’s attribute ON
and OFF
Default
QP
Dictation
OFF
Display
Functions
Default
Backlight
LED Mode
Contrast
Date Format
Items
Switches the backlight on and off
Switches the LEDs on and off
Adjusts the contrast (12 levels)
To synchronize the recorder’s clock to the
PC’s, enable “Use PC Settings.”
Clock Format
Specifies the clock format in either
12-hour display or 24-hour display
Changes the device’s display language
ON
ON
6
M.D.Y
Not
matching to
PC
12h
Language
English
Standalone Administrative Settings
General
Items
Accessibility
Functions
Disable Erase button
Default
Disabled
With this enabled, pressing the ERASE
button on the device does not erase the
file.
Disable Menu button
With this enabled, pressing the MENU
button on the device does not cause the
menu window to appear.
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Disabled
Disable Rewind button
Splash Message
Slide Switch Guide
Main Button Guide
Alarm
When it is checked, the file won't be
rewound if the [Rewind] button of the
device is clicked.
Sets a splash message to be shown when
the power to the device is switched On.
If you enter text with “Custom” enabled,
the entered text will appear when the
power is switched On. Up to 32 characters
can be entered. Both capital and
lower-case letters are recognized.
When [ON] is selected, buttons for the
slide switch are shown to the right of the
LCD.
When [ON] is selected, the main button
allocation is displayed on the right side of
the LCD.
DS-3400 is supported.
DS-5000/5000iD are not supported.
Generates an alarm beep when an event
occurs
Disabled
Time of day
greeting
OFF
OFF
Error
Pre-end
Notification
Display
Items
Upper Area
Lower Area
Functions
Specifies the items to be shown in the
upper field of the device window.
The following are available:
-Author ID
-File Name
-Worktype
Specifies the items to be shown in the
lower field of the device window. The
same values as for Upper Area cannot be
chosen.
-Level Meter
-File Name
-Worktype
-Rec. Time
Default
Author ID
Level Meter
Device Security
Items
Device Lock
Functions
Enable Device Lock function to
prevent unauthorized access to the
device
Default
Disabled
This setting is effective only when a PIN
code has been set. Enabling this allows you
to set the [Device locking timing] and
[Allowed retries], both of which are below.
Prompt for device PIN code to
authenticate user
The device locking timing can be selected
either [At power-on] or [At power-on and
wake-up from standby].
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When the
power is
turned On
Limit the number of tries to xx times
Five times
Specify how many consecutive attempts at
authentication through a PIN code are
allowed before the device is locked.
Unlock Using UIN code
Enabled
When this option is enabled, the device is
unlocked by entering the UIN code. When
this option is disabled, the device will be
unlocked automatically after a period of
time.
Author List
Items
Author List
Author Selection
Functions
Default
Displays the Author List set with
Workflow.
Enabled Authors are registered in the
device’s Author List.
Disabled Authors are removed from the
device’s Author List.
To set the Author selected in the Author
List as the default, click [Set as Default].
[Author of Workflow]
A link to the Author of the Workflow
setting items is made.
Prompt for author ID at Power-on.
With this enabled, Author List is shown
when the recorder starts recording.
(Author List is not shown when only one
item has been registered.)
Worktype List
Items
Worktype List
Worktype Selection
Functions
Prompt for Worktype ID on new
recordings
With this enabled, Worktype List is shown
when new recording is performed so that
you can select Worktype to be set in a
dictation file. Worktype List is not shown
when only one item has been registered.
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Default
Displays the Worktype List set with
Workflow.
Enabled Worktypes are registered in the
device’s Worktype.
Disabled Worktypes are removed from
the device’s Worktype.
[Set as Default]
The Worktype selected in the Worktype
List is set as the default.
[Worktype of Workflow]
A link to the Worktype of the Workflow
setting items is made.
Disabled
Device Folders
Folder Properties can be set if the folder is selected in the Folder Tree.
Items
Folder Property
(General)
Functions
Enabled
Enables and disables folders
Folder Name
Default
Folders A to E,
enabled;
Folders F and G,
disabled
Folders A to G
Enter a folder name using up to 16
alphanumeric characters.
Worktype
Specify a Worktype to be set in the
dictation file to be recorded under this
folder.
With Worktype specified here, enabling
“Prompt for Worktype ID on new
recording” does not cause Worktype List
to appear; the Worktype set for the folder
is always used.
Folder Property
(Security)
Auto Lock
No
Specifies whether to lock a dictation file
recorded under the folder. Select [Yes] or
[No] from the drop-down list displayed by
clicking the [] button in the setting field.
Encryption
No
Specify whether to encrypt dictation files
recorded under the folder. This setting
can be made when the folder is enabled.
Selections
Description
No
Do not encrypt.
Standard
Encryption using a
128-bit key.
High
Encryption using a
256-bit key.
Password
Set a password to be used for encryption.
Click the
button in the setting field,
and use the displayed Encryption
Password dialog box to make the setting.
Enter a password for [New Password] and
[Password entry for confirmation] using 4
to 16 alphanumeric characters.
DS-5000 folder settings:
DS-5000 contains both SD and Micro SD. The device menu allows you to select which is
to be used for recording. Both of these have the same folder structure and contain
“DSS_FLDA” to “DSS_FLDG” folders. This setting is effective for both of them.
DS-3400 folder settings:
DS-3400 only supports SD.
Folder tree structure is the same as DS-5000/5000iD. There are "DSS_FLDA" to
"DSS_FLDG" folders.
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Recording
Items
DSS Format
Recording Behavior
Download File
Functions
Default
Specifies a DSS recording format.
DSS Pro
The default recording format of Classic
DSS is a DSS file.
The default recording format of DSS Pro
is DS2 file.
Changing from DSS Pro to Classic DSS
causes the following operations:
 If QP has been set as the recording mode,
it is replaced with SP, and QP becomes
inactive.
=>[Standalone Common Settings] –
[Recording]
 The Encryption attribute is changed to
“No,” and the Encryption attribute
becomes unchangeable.
=>[Standalone Administrator Settings] –
[Folder]
Specifies the kind of recording
Overwrite
Specifies a file to be downloaded
All Files
Items
New and Slide Switch
Functions
Main Button Functions
Rec Mode
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Functions
Customize the positions of the slide
switches and functions assigned to the
buttons above the slide switches from
Type A to C.
Selects the function, which is assigned to
the main switch button, from Type A to C.
Customize the functions assigned to the
device’s programmable Smart Button
([F1]/[F2]/[F3] buttons).
Selects whether or not the REC button
must be held down to record.
Default
Type A
Type A
disabled
The table below shows the functions that can be assigned to Function buttons F1 to F3, as well as
their initial values (in bold).
■DS-5000/5000iD
Mode
NEW Mode
STOP Mode
REC Mode
PLAY Mode
F1
Folder
Priority
Information
RecMode
MicSensitivity
VCVA
Disable
Folder
Priority
Information
Pending
Lock
Insert
MicSensitivity
VCVA
New
Disable
Verbal
Index
Display
Disable
Insert
Speed
Index
Pending
Priority
Lock
Disable
F2
Folder
Priority
Information
RecMode
MicSensitivity
VCVA
Disable
Folder
Priority
Information
Pending
Lock
Insert
MicSensitivity
VCVA
New
Disable
Verbal
Index
Display
Disable
Insert
Speed
Index
Pending
Priority
Lock
Disable
F3
Folder
Priority
Information
RecMode
MicSensitivity
VCVA
Disable
Folder
Priority
Information
Pending
Lock
Insert
MicSensitivity
VCVA
New
Disable
Verbal
Index
Display
Disable
Insert
Speed
Index
Pending
Priority
Lock
Disable
■DS-3400
Mode
NEW Mode
STOP Mode
REC Mode
PLAY Mode
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F1
Folder
Priority
Menu
Information
RecMode
MicSense
VCVA
Disable
Folder
Priority
Menu
Information
Pending
Lock
Insert
MicSense
VCVA
NEW
Disable
Verbal
Index
Display
Disable
Insert
F2
Folder
Priority
Menu
Information
RecMode
MicSense
VCVA
Disable
Folder
Priority
Menu
Information
Pending
Lock
Insert
MicSense
VCVA
New
Disable
Verbal
Index
Display
Disable
Insert
F3
Folder
Priority
Menu
Information
RecMode
MicSense
VCVA
Disable
Folder
Priority
Menu
Information
Pending
Lock
Insert
MicSense
VCVA
New
Disable
Verbal
Index
Display
Disable
Insert
Speed
Index
Pending
Priority
Lock
Disable
Speed
Index
Pending
Priority
Lock
Disable
Speed
Index
Pending
Priority
Lock
Disable
Hands Free
Connecting a foot pedal to the recorder cradle allows hands-free operations.
DS-5000/5000iD are supported. DS-3400 is not supported.
Items
Operation Settings
Foot Pedal Settings
Functions
Default
Specifies hands-free operations
Dictation
The table below shows the functions that can be assigned to the pedals and initial values (in bold).
Pedal Operation
Continuous Press
Short Press
Rew Pedal
REV/PLAY
Rec/STOP
New
REW
PLAY/STOP
REC/STOP
NEW
LISTEN Pedal
REV/PLAY
Rec/STOP
New
REW
PLAY/STOP
REC/STOP
NEW
FF Pedal
REV/PLAY
Rec/STOP
New
REW
PLAY/STOP
REC/STOP
NEW
PC Link
Hot keys registered in advance can be assigned to recorder buttons.
Set the button functions to be used when a PC is connected. Click [Assign Hot key] to configure the
Hotkey settings.
Items
Main Window
Direct Recording Window
Voice Recognition
Functions
Specifies the operation while the Dictation Module main
window is active.
Specifies the operation while the Direct Recording window
is active.
Specifies the operation while the Voice Recognition Editor
is active.
These can be set for Authors and Author groups.
The items and functions regarding the device settings for DS-4000/3300 are described below:
Basic
Menu
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General
Recording
Display
Template
Job Data
Basic
Items
Functions
Author ID
Sets a recorder’s Author ID
Folder Name
Renames a folder
Default
DS-4000/
DS-3300
FOLDERS A to
G
Menu
General
Items
Beep Sound
Backlight
Contrast
Date Format
Clock Format
Cradle Charge
Functions
Default
Switches backlight on and off
Adjusts the contrast (12 levels)
To synchronize the recorder’s clock to the
PC’s, enable [Use PC Settings].
Specifies the clock format in either
12-hour display or 24-hour display
Specifies whether to charge with a cradle
ON
ON
6
M.D.Y
Not
synchronized
12h
ON
Recording
Items
Recording Mode
VCVA Mode
Functions
Specifies the recording mode (LP/SP)
Switches the VCVA mode on and off
(voice-activated recording)
Default
SP
Dictation
OFF
Display
Items
Display Item at Stop/Play
Display Item at Recording
Functions
Specifies the content to be displayed
when a dictation file is played/stopped
Specifies the content to be displayed
during recording
Default
File Length
Level Meter
Template
Job Data
Items
Author ID
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Functions
Sets an Author ID
Default
Worktype
Priority Level
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Sets a Worktype
Sets the priority level
7
5.6.3 Device Settings for RS-27/28
The items and functions regarding the device settings for RS-27/28 (foot switch) are described below:
Pedal Customize
Items
Pedal Customize
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Functions
Default
5.7 Update
Specify whether to check for the latest updates.
The setting items differ between Authors/Author groups and Transcriptionists/Transcriptionist groups.
Updating Regarding Authors and Author Groups
Updating regarding Transcriptionists and Transcriptionist Groups
5.7.1 Updating Regarding Authors and Author Groups
Dictation Module
To automatically check for the latest updates, enable [Check for updates automatically], and then specify
the value, in one-week intervals, for [Check interval].
With Auto Update enabled, the presence of updates on the Olympus download server is checked for at a
specified interval.
If a newer version than the currently installed one is present, a confirmation dialog box will appear to ask
whether upgrading is desired. Selecting Upgrading causes the data to be downloaded from the server and
Dictation Module to be updated.
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In cases where the Proxy server needs to be set, click [Proxy Settings], and then enter the server’s address
and port number.
Device Firmware
To automatically check for the latest updates of Device Firmware, enable [Check for updates automatically],
and then specify the value, in one-week intervals, for [check interval].
specified interval.
Device Firmware to be updated.
and port number.
5.7.2 Updating regarding Transcriptionists and Transcriptionist Groups
To automatically check for the latest updates, enable [Check for updates automatically], and then specify
the value, in one-week intervals, for [check interval].
specified interval.
Transcription Module to be updated.
and port number.
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5.8 Management
Set profiles intended for an administrator.
Viewable Options
Device Settings
Logging
Software Update
Firmware Updates
Device Detector
Workgroup Environment
5.8.1 Viewable Options
Specifies the types of options displayed on the Option Settings dialog box of the Dictation
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Viewable Options
Clearing the check box of an item causes that item not to be displayed on the Option Settings dialog box of
the Dictation Module/Transcription Module.
Items
Folder Design
Workflow
E-mail / FTP
Functions
Specifies show or hide for the [Folder Design] tab.
Specifies show or hide for the [Workflow] tab.
Specifies show or hide for the [E-mail / FTP] tab.
Default
ON
ON
ON
Set device setting privileges for Authors.
Device Customization
Items
Display Device Setting
option in the Dictation
Module
Functions
Specifies whether to display the Device settings in the
Dictation Module.
Default
Enabled
With the checkbox unchecked, the Device button does
not appear on the category bar in the Dictation Module
option settings dialog box. Moreover, the [Device
Settings] menu becomes invalid, and Authors are not
allowed to make any operations for device settings.
Device Update
Items
Update device configuration
automatically
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Functions
Specifies whether to apply the device configurations
set via the System Configuration Program to devices
automatically when connected to a PC.
When this checkbox is checked, the locked settings in
the System Configuration Program are applied to
devices automatically. The unlocked settings are only
applied upon connection when they have been
modified.
Default
Enabled
5.8.3 Logging
Set the profile for log file output.
(checkbox for locking), you can switch between locked and unlocked. Lock
settings can only be made for groups.
Encryption
Items
Functions
Output encrypted file
names and passwords to a
log file
Specify whether to output a log file that contains
encrypted file names and passwords.
With this enabled, log files that record encrypted file
names and passwords line by line are output.
Select where a log file is output from a list or specify its
path.
Enter the name of a log file
Location
File Name
Default
Disabled
Recording in a log file is performed only when a password is entered for encryption
against the password entry prompt. If encryption is performed using the password set
in the folder, recording in a log file is not executed.
Folder Variables
The following folder variables can be used to set paths for User Operations and encryption log files.
Variable Names
App Data Folder
Common App Data
Folder
Desktop Folder
Local App Data Folder
Personal Folder
Temp Folder
USER PROFILE
Details
Application Data folders of each user
5.8.4 Software Update
Set the method for checking for software updates.
Select the method for checking for updates for Dictation Module and Transcription Module from the
following:
Items
Functions
Access the Olympus
for updates
With this item selected, the user module (Dictation
Module or Transcription Module) accesses the
Olympus download server to check for updates based
on the auto update and manual update settings.
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Default
Disabled
check for updates
With this item selected, the user module accesses the
System Configuration Program Repository to check for
updates automatically when the module is started. If
new updates are present, starting of the module is
interrupted and updating will begin.
With this item selected, the update check function on
the user module is disabled.
This item is intended for workgroups managed with
methods other than System Configuration Program.
Select this item, for example, when managing the
module with Active Directory group policies.
Enabled
Disabled
Items
Functions
Access the Olympus
for updates
When this item is selected, the user module (Dictation
Module or Transcription Module) accesses the
Olympus download server to check for updates based
on the auto update and manual update settings.
When this item is selected, the user module accesses
the System Configuration Program Repository to
check for updates automatically when the module is
started. If new updates are present, starting of the
module is interrupted and updating will begin.
When this item is selected, the update check function
on the user module is disabled.
Select this option if manual updating is preferred or
any time you do not want to use the auto distribution
function.
check for updates
Default
Disabled
Enabled
Disabled
5.8.6 Device Detector
Device Detector is a resident application that detects Olympus devices connected to the PC and
automatically starts up Olympus application software specified by the user. It is installed automatically along
with Dictation Module and Transcription Module.
Device Detector settings can be controlled from System Configuration Program.
Auto Start of the Application
Items
The application will start
automatically when a
device is connected
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Functions
Check the checkbox if you want to start the application
automatically when the device is connected.
When a device is connected to the PC, the application
at the top of the list will start up automatically.
To change the priority sequence, select the application
whose priority you want to change in the application
Default
OFF
list, and then use the [] and [] buttons to change its
position in the list.
5.8.7 Workgroup Environment
Configure the settings for the Workgroup system environment.
Repository
Specify whether to allow the repository path to be changed via the Dictation Module/Transcription Module.
If the repository cannot be accessed via the Dictation Module/Transcription Module, the path can be changed
from the Dictation Module/Transcription Module even when the locked setting is not applied.
License Server
Specify the address and port for the license servers.
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6 Software Management
This section describes the operational procedures for software management tasks.
Software management tasks manage various kinds of software that operates in workgroups.
 For the names and functions of the software management window components, see
“Software management window.”
Supported Install Packages
Updating the Install Package List Information
Downloading an Install Package
Adding Install Packages
Deleting Installation Packages
Auto Update of Install Packages
Customizing the Default Operations of Install Packages
6.1 Supported Install Packages
Supported install packages depend on the version managed by the repository.

ODMS R6 Repository
With an ODMS R6 repository, the install packages of the applications included in ODMS R6 can be
managed. DSS Player Pro R5 install packages are not supported.
Application Name
ODMS R6 DM/TM
Auto
Update
Remarks
Y
Dictation
Module/Transcription
Module Update Program (R6 only)
Citrix Client Virtual Driver
Terminal Service
Client Virtual Driver (x86/x64)
License Manager

DSS Player Pro R5 Repository
With a DSS Player Pro R5 repository, the install packages of the applications included in DSS Player Pro
R5 can be managed. ODMS R6 install packages are not supported.
Application Name
DSS Player Pro
Citrix Client Virtual Driver
Terminal Service
Client Virtual Driver (x86/x64)
License Manager
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Auto
Update
Remarks
Y
Dictation
Module/Transcription
Module Update Program (R5 only)
6.2 Updating the Install Package List Information
The procedure below can be used to obtain the latest install package information published on the Olympus
download server.
Procedure
1.
Select a module from the module tree in the Software Management window.
The current install package list corresponding to the selected module will be shown on the
Package List.
The version managed by the repository that belongs to the module selected in the
module tree is automatically determined, and the latest update program information
within that version is obtained.
For example, if “DSS Player Pro” of the DSS Player Pro R5 repository is selected, the
latest updater program information for DSS Player Pro R5 will be obtained. To obtain
ODMS R6 update program information, select a module that belongs to an ODMS R6
repository.
2.
Click
on the toolbar.
The latest update program information published on the Olympus download server is added to
the package list.
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6.3 Downloading an Install Package
Use the following procedure to download an install package:
Procedure
1.
Select a module from the module tree in the Software Management window.
The current install package list corresponding to the selected module will be shown on the
Package List.
2.
From the Package List, select an install package not yet downloaded.
Install packages not yet downloaded will be shown in gray on the Package List.
3.
Click
on the toolbar.
Downloading of the selected install package will begin. While downloading is in progress, an
icon will be shown in the status field of the Package List.
If you select the install package being downloaded from the Package List, the
[Download] button is replaced with a [Cancel] button. Clicking the [Cancel] button
causes downloading to stop halfway.
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6.4 Adding Install Packages
System Configuration Program allows you to manage additional install packages downloaded with another
computer as well as install packages downloaded from the Olympus server. This allows software
management even in an environment not connected to the Internet.
Use the following procedure to add install packages to System Configuration Program:
Procedure
1.
From the module tree in the Software Management window, select a module to
which an install package is to be added.
2.
Click
on the toolbar.
The “MSI File” dialog box will appear.
3.
Select an MSI file from the install package to be added.
4.
Click the [Open] button.
The selected install package will be copied to the repository and added to the package list.
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6.5 Deleting Installation Packages
From the package list, delete install packages that need not be managed with System Configuration
Program.
Use the following procedure to delete install packages from the package list:
Procedure
1.
From the module tree in the Software Management window, select a module from
which an install package is to be deleted.
The current install package list corresponding to the selected module will be shown in the
Package List.
2.
From the Package List, select an install package to be deleted.
3.
Click
on the toolbar.
The selected install package will be deleted from the package list.
 Install packages not yet downloaded cannot be deleted from the package list.
 An install package deleted from the package list will no longer be visible in the list, but
the install package itself will not be deleted from the repository. To delete the install
package from the repository, use Explorer or some other file manager to navigate to
the repository and delete the package manually.
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6.6 Auto Update of Install Packages
This function is supported for Dictation Module and Transcription module install
packages only.
You can use the procedure below to publish install packages to groups or to individual users, and update the
software of each user automatically.
If settings have been configured in the user profile to allow the user to check the repository for updates, the
user is only allowed to access the install packages his/her group or himself/herself has been issued
permission for.
=> Software Update (ODMS R6 users)
=> Software Update (DSS Player Pro R5 users)
Use the following procedure to automatically update software for groups and individual users.
Procedure
1.
Select DSS Player Pro from the module tree in the Software Management window.
The current DSS Player Pro install package list will be shown on the Package List.
2.
From the Package List, select an install package.
A list of groups and users who can be issued permission to access the install package will be
shown in the group tree.
Groups and users cannot be issued permission to access install packages that have not
yet been downloaded.
3.
In the Package Update Permission Tree, check the checkboxes for groups and users
to issue them permission to access install packages.
4.
The users whose check boxes you selected in step
3 will be assigned an install
package and updated the next time the Dictation Module/Transcription Module is
started up.
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6.7 Customizing the Default Operations of Install Packages
This function is supported for Dictation Module and Transcription module install
packages only.
The Customize Installation Wizard can be used to change the default operations of a Dictation
Module/Transcription Module install package.
Changes made for the install package (MSI file) with this wizard are recorded in Transform (MST file). When
setup is executed with Transform, Transform is applied to the original package with Windows Installer. As a
result, the customized settings that were recorded in Transform are applied.
Use the following procedure to operate the customization wizard for installation:
Procedure
1.
Select DSS Player Pro from the module tree in the Software Management window.
The current DSS Player Pro install package list will be shown on the Package List.
2.
From the Package List, select an install package to be customized.
3.
Click
on the toolbar.
Customize Installation Wizard will start.
4.
Follow the instructions in the wizard to set the operations of the install package.
When the wizard is finished, the settings will be stored in the MST file specified in the wizard.
 Install packages not yet downloaded cannot be customized.
 Customize Installation Wizard allows customization of only the settings that are
relevant to installation in a workgroup system. The settings that are relevant to
installation in a standalone system cannot be customized.
 The Customize Installation Wizard settings for the ODMS R6 Dictation
Module/Transcription Module are different from the settings of the DSS Player Pro R5
Dictation Module/Transcription Module.
For the setup procedure using Transform, see “Installation Guide.”
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7 Firmware Management
This section describes the operational procedures for firmware management tasks.
Firmware management tasks manage the firmware of individual devices used by workgroup users.
For the names and functions of the firmware management window components, see
“firmware management window.”
Supported Update Programs
Adding Update Programs
Deleting Update Programs
Firmware Auto Update
7.1 Supported Update Programs
Supported update program models depend on the version managed by the repository.

ODMS R6 Repository
An ODMS R6 repository can manage update programs for the following models, which are officially
supported by ODMS R6.
Function Name
DS-7000
DS-5000
DS-3500

Auto Update
Y
Y
Y
Remarks
DSS Player Pro R5 Repository
A DSS Player Pro R5 repository can manage update programs for the following models, which are
officially supported by DSS Player Pro R5.
Function Name
DS-5000
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Auto Update
Y
Remarks
7.2 Adding Update Programs
Use the following procedure to add update programs to System Configuration Program:
Procedure
1.
From the device tree in the Firmware Management window, select a device to which
the update program is to be added.
2.
Click
on the toolbar.
The “Firmware Update Module” dialog box will appear.
3.
Select the execution file for the update program to be added.
4.
Click the [Open] button.
The selected update program will be copied to the repository and added to the program list.
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7.3 Deleting Update Programs
From the program list, delete update programs that do not need to be managed with System Configuration
Program.
Use the following procedure to delete update programs from the program list:
Procedure
1.
From the device tree in the Firmware Management window, select a device from
which the update program is to be deleted.
The current update program list corresponding to the selected device will be shown in the
Program List.
2.
From the Program List, select an update program to be deleted.
3.
Click
on the toolbar.
The selected update program will be deleted from the program list.
 Update programs not yet downloaded cannot be deleted from the program list.
 Deleting update programs from the program list does not cause the programs to be
deleted from the repository.
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7.4 Firmware Auto Update
Update programs can be published to groups and individual users for auto firmware updating.
If settings have been configured in the user profile to allow the user to check the repository for updates, the
user is only allowed to access the program updates his/her group or himself/herself has been issued
permission for.
=> Firmware Update (ODMS R6 users)
=> Firmware Update (DSS Player Pro R5 users)
Use the following procedure to issue groups permission to access program updates:
Procedure
1.
From the device tree in the Firmware Management window, select a device for which
groups and users will be issued permission to access.
The current update program list corresponding to the selected device will be shown in the
Program List.
2.
From the Program List, select a program.
A list of groups and users who can be issued permission to access program updates will be
shown in the Program Update Access tree.
Groups and users cannot be issued permission to access update programs that have
not yet been downloaded.
3.
In the Program Update Permission tree, check the checkboxes for groups and users
which will be issued permission to access program updates.
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8 Option Settings
Option settings allow you to set up operations for System Configuration Program.
Use the following procedure to make option settings:
Procedure
1.
Select [Option] from the File menu on the menu bar.
The Option dialog box will appear.
2.
Make settings for the items in the individual tabs as necessary.
3.
To complete the settings, click the [OK] button.
The new settings will be applied.
General
Repository
Network
Download
Update
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8.1 General
Use the “General” tab to set general operations for System Configuration Program.
Items
Language
Launch System
Configuration
Program on
Start-up
Allow System
Configuration
Program to run in
the background
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Functions
Specifies the display language for System Configuration
Program.
Click the [] button, and then select a language from the
displayed list. The new setting becomes effective when
System Configuration Program is restarted.
To start System Configuration Program when starting
Windows, check the checkbox.
In cases where System Configuration Program starts when
Windows starts, the main window of System Configuration
Program will not be shown, and the icon of System
Configuration Program will be shown in the system tray.
Specifies whether to execute System Configuration
Program as a background job.
With the checkbox checked, selecting [Exit] from the File
menu or clicking the
button does not close System
Configuration Program; the program is executed as a
background job. During execution as a background job, the
System Configuration Program icon will appear in the
system tray.
8.2 Repository
The [Repository] tab configures repository settings managed by System Configuration Program.
System Configuration Program can manage two repositories. One repository is for managing an ODMS R6
workgroup, while the other is for a DSS Player Pro R5 workgroup.
To learn about the basics of repository, refer to “Repositories”.
 Two repositories for the same version cannot be managed.
 Repository management requires administrator privileges for the user who starts up System
Configuration Program. Under Windows Vista, Windows 7, and any other environment in
which UAC (User Account Control) is enabled, use “Run As Administrator” to start up
System Configuration Program with administrator privileges.
The following shows the contents of each column displayed in the repository list.
Items
Name
Type
Address
Functions
Repository Name
Workgroup version manager by the repository and access method (shared
folder or Repository Service)
Shared Folder
Path to the shared folder used as the repository
Repository Service
Interval
IP address and port number of server running Repository Service
Interval for automatically re-obtaining registered user information from the
repository and for refreshing the screen. Can be adjusted in minute units.
Adding a Repository
The following is the procedure for adding a repository.
Procedure
1.
The Repository Configuration dialog box message will appear.
2.
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Configure the settings of the items on the Repository Configuration dialog box.
Items
Repository
Name
Type
Address
Functions
Enter the name of the repository.
Specifies the version of the workgroup managed by the repository and the
access method (shared folder or Repository Service).
When there is already a repository registered, the Type box will not be
displayed if the version is the same as the version being managed by the
existing repository.
When (Folder) is selected for [Type]
For [Address], specify the path of the shared folder to be used as the
repository. The Browse for Folder dialog box that appears when the [
button is clicked can also be used to specify a folder.
]
When (Service) is selected for [Type]
Refresh
Interval
3.
In the [Address] box, specify the IP address of the server where Repository
Service is running. In the [Port] box, specify the port number used by
Repository Service.
Specifies the interval for auto refresh of user information. The setting can
be specified in minute units.
A shorter interval maintains System Configuration Program with the latest
information, but a refresh interval that is too short can cause operational
performance problems under certain network conditions or when there are
a large number of users. Adjust this setting in accordance with network
conditions and the number of users.
Clear the check box if auto refresh is not required.
The repository added in accordance with the settings configured in step
Repository list on the [Repository] tab.
4.
2 will be added to the
On the Option Settings dialog box, click [OK].
This applies the settings and displays the added repository information of the management
windows of System Configuration Program.
Modifying a Repository
Using the System Configuration Program to move a repository to a different server or location can make the
process easier and more efficient.
The [Modify] button on the [Repository] tab can be used to modify the information of a Repository managed
by System Configuration Program. If System Configuration Program at this time is able to access the
pre-modification repository, a file that registered with move destination information is created in the
pre-modification repository. When the client application (Dictation Module, Transcription Module) accesses
the pre-modification repository, the client application's own settings are automatically updated, and from
then on will access the new repository. To use this auto update function the pre-modification repository must
be left accessible for some time after the repository itself is moved.
If the pre-modification repository is deleted before the client application accesses it, the repository settings
referenced from the Client Application option can be modified.
The following is the procedure for modifying a repository.
Procedure
1.
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Use the repository list to select the repository you want to modify.
2.
Click the [Modify] button.
The Repository Configuration dialog box message will appear. The current settings of the
repository you selected in
2.
1 are displayed as they were initially entered.
Configure the settings of the items on the Repository Configuration dialog box.
Items
Repository
Name
Type
Address
Functions
Use this setting to rename the repository.
The repository management version and access method cannot be
modified. To change the access method, you need to delete the existing
repository and then add a new repository. In this case, the referenced client
is not automatically updated.
When (Folder) is selected for [Type]
For [Address], specify the path of the shared folder to be used as the new
repository. The Browse for Folder dialog box that appears when the [ ]
button is clicked can also be used to specify a folder.
When (Service) is selected for [Type]
Refresh
Interval
3.
In the [Address] box, specify the IP address of the server where the new
Repository Service will run. In the [Port] box, specify the port number to be
used by the Repository Service.
Specifies the interval for auto refresh of user information. The setting can
be specified in minute units.
Clear the check box if auto refresh is not required.
The information for the repository selected in the Repository list on the [Repository] tab in step
1 will be updated with the information configured in step 2.
4.
On the Option Settings dialog box, click [OK].
This applies the settings and updates the information of the management windows of System
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8.3 Network
Use the [Network] tab to enable the proxy server to be used for connecting to the Internet with HTTP.
Items
Use Internet
Explorer settings
Do not use the
proxy server
Use the proxy
server
Functions
Uses the proxy settings on Internet Explorer to connect to the Internet
Does not use the proxy server when connecting to the Internet
Uses the specified proxy server to connect to the Internet. If selecting this
item, enter the address and port number of the proxy server to be used.
8.4 Download
Use the [Download] tab to specify an interval for checking for updates of applications and firmware managed
with System Configuration Program, and to specify the starting time of auto downloading.
Items
Schedule
Check interval
Start time
Functions
Sets the schedule for automatically downloading software and firmware
managed with software management tasks and firmware management tasks,
respectively.
Use the Software Management window and Firmware Management window to
specify which software and firmware are to be automatically downloaded.
Specifies the interval for auto downloading
Specifies the starting time of auto downloading
8.5 Update
Use the [Update] tab to specify whether to check for updates of System Configuration Program, and to
specify the check interval.
Items
Check for new
updates
automatically
Checking interval
[Check now]
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Functions
Specifies whether to periodically check for the presence of a new version of
System Configuration Program.
With the checkbox checked, the presence of a new version on the Olympus
Download Server is checked at the interval specified in the [Check interval]
box.
Specifies the interval for automatically checking for the presence of new
updates
Accesses the Olympus Download Server to check for the presence of a new
version
9 Appendix
Names and Functions of Window Components
Names and Functions of Setting Dialog Boxes
Menu Lists
List of Default Key Assignments
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9.1 Names and Functions of Window Components
Main Window
User Management Window
Software Management Window
Firmware Management Window
Profile Dialog Box
Main Window
The main window of System Configuration Program consists of several areas.
The individual areas are described below:
Menu bar
Shows menus that can be selected and tasks to be executed with System Configuration
Program
Toolbar
Shows tool buttons that are available for the currently selected task
Task bar
Clicking buttons selects the designated task. The currently selected task will be lit up.
[User] button
=> User management window
[Software] button
=> Software management window
[Firmware] button => Firmware management window
Management data display area
Shows data managed by the currently selected task
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Status bar
Shows the status of System Configuration Program
User Management Window
The configuration of the main window for user management tasks is as follows:
[Action] Menu
The table below shows a list of Action menu commands that are available for user
management tasks.
Items
Refresh
Tool Buttons
Functions
New User
Re-obtains user information from the repository and refreshes
the member list.
Creates a new user for a group selected from the group tree
New Group
Creates a new group
Copy
Creates a new user that inherits the settings of the user selected
in the memory list.
Move to Group
Moves a user selected from the member list to another group
Delete
Deletes a selected user or group
Profile
Sets the profile of a selected user or group
Group tree
Displays a list of repositories managed by System Configuration Program and the groups
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managed by each repository.
The two groups, Authors and Transcriptionists, are built-in groups already in existence.
Member list
Shows a list of users/groups belonging to the group selected from the group tree. The
following items are shown in the list:
Items
Name
Full Name
Email Address
Phone Number
Department
Network Environment
Module Version
Last used
Notes
Functions
Shows the name of a user or group
Shows the full name of a user
Shows the email address of a user
Shows the phone number of a user
Shows the department of a user
Shows the network environment of a user
Shows the current Dictation Module / Transcription Module version
Shows the date that the Dictation Module / Transcription Module was
last used
Shows additional information of a user
Properties Window
Displays detailed information about the user or user group selected in the member list.
Displayed items are the same as those shown under , above.
Software Management Window
The configuration of the main window for software management tasks is as follows:
[Action] Menu
The table below shows a list of the Action menu commands that are available for
software management tasks:
Items
Refresh
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Tool Buttons
Functions
Updates the list information of the install package for a module
Download
Add
Remove
Property
Customize
selected from the module tree
Downloads an install package selected from the package list
Adds the install package of a module selected from the module tree
to the package list
Removes an install package, selected from the package list, from the
list
Shows the property information of an install package selected from
the package list
Customizes the default operations of the selected installation
package on the package list
Module tree
Displays a list of repositories managed by System Configuration Program and the modules
that can be managed by each repository.
Package list
Select a module from the module tree to display the list of install packages provided through
the Olympus Update Services.
Install packages not downloaded to a local PC are shown in gray. The package list shows the
following items:
Items
Status
Name
Version
Functions
An icon will appear when an install package is being downloaded and
downloading fails.
Shows the name of the install package
Shows the version of the install package
Package Update Permission tree
Selecting a package from the package list displays the groups and users issued permission to
access package updates. Check the checkboxes for groups and users for which package is to
be disclosed, and uncheck the checkboxes for groups for which the package is not to be
disclosed.
=> Issuing Install Packages
Auto downloading setting
Specify whether to automatically download a new module version.
To enable auto downloading, select a module from the module tree, and check the checkbox
for [Downloading a new version of this module automatically].
With the checkbox checked, the Olympus Download Server is searched for updates at the
interval specified with the [Download] tab of the Option dialog box; if a new version is
present, it is downloaded automatically.
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Firmware Management Window
The configuration of the main window for firmware management tasks is as follows:
Action Menu
The table below shows a list of the Action menu commands that are available for firmware
management tasks.
Items
Refresh
Download
Add
Remove
Property
Tool Buttons
Functions
Updates the list information of the update program for a device
selected from the device tree
Downloads an update program selected from the program list
Adds to the program list the update program of a device
selected from the device tree
Removes from the list an update program selected from the
program list
Shows the property information of an update program selected
from the program list
Device tree
Displays a list of repositories managed by System Configuration Program and the devices
that can be managed by each repository.
List of update programs
Select a device from the device tree to display the list of firmware update programs provided
through the Olympus Update Services.
Firmware update programs not downloaded to a local PC are shown in gray. The program list
shows the following items:
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Items
Status
Functions
An icon will appear when a firmware update program is being downloaded and
downloading fails
Shows the name of the firmware update program
Shows the version of the firmware update program
Name
Version
Program Update Permission tree
Selecting a firmware update from the update list displays the groups and users issued
permission to access the update. Check the checkboxes for groups which will be issued
permission to access the firmware update, and uncheck the checkboxes for groups which will
not be issued permission to access the update.
=> Firmware Auto Update
Auto downloading setting
Specify whether to automatically download a new version of firmware update program.
To enable auto downloading, select a device from the device tree, and check the checkbox for
[Downloading an update program of this device automatically].
With the checkbox checked, the Olympus Download Server is checked for updates at the
interval specified with the [Download] tab of the Option dialog box; if a new version is
present, it is downloaded automatically.
Profile Dialog Box
The configuration of the Profile dialog box is as follows:

ODMS R6 Users

DSS Player Pro R5 Users
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Category bar
Select a profile category. The currently selected category will be lit up.
The setting information included in profiles is grouped into the following categories:
Categories
Property
Folder Design
Workflow
User Settings
E-mail / FTP
Device
Update
Management
Functions
Sets
Sets
Sets
Sets
Sets
Sets
Sets
Sets
user or group identification information
up a folder to be used by an Author or Transcriptionist
up a workflow to be performed by an Author or Transcriptionist
up items relating to the individual user operational preferences
up email and FTP for the user
up the devices to be used by an Author or Transcriptionist
up software or firmware updating
up items intended for an administrator
Setting information display area
Shows the items to be set up in the selected category.
For setting items that can be locked,
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(check box for locking) is shown.
9.2 Names and Functions of Setting Dialog Boxes
This section describes the names and functions of the components comprising the Option Settings dialog
boxes, which are used for configuring various options.
Advanced Settings (IMAP) Dialog Box
Advanced Settings (POP/SMTP) Dialog Box
Author Property Dialog Box
Browse for Folder Dialog Box
Cleaning Settings Dialog Box
Conversion Settings Dialog Box
Customize Notification Dialog Box
Destination of Sent email Dialog Box
E-mail Settings (GroupWise) Dialog Box
E-mail Settings (IMAP) Dialog Box
E-mail Settings (Lotus Notes) Dialog Box
E-mail Settings (POP/SMTP) Dialog Box
E-mail Settings (Select) Dialog Box
Edit Job Data Dialog Box
Encryption Password Dialog Box
Format Option Dialog Box
FTP Settings Dialog Box
Notification Window
Option Item Property Dialog Box
Purge Settings Dialog Box
Recording Format Settings Dialog Box
Routing Settings Dialog Box
Rule Settings Dialog Box
Set FTP Destinations Dialog Box
Supported Document Type Dialog Box
Template Association Dialog Box
Worktype Property Dialog Box
Advanced Settings (IMAP) Dialog Box
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
Specify the settings and click [OK].
Advanced Settings (POP/SMTP) Dialog Box
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
Specify the settings and click [OK].
Author Property Dialog Box
This allows you to specify an Author ID and Priority Level.

Specify an Author ID and Priority Level.
Browse for Folder Dialog Box
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
Select a folder, and then click the [OK] button.
Cleaning Settings Dialog Box

Enable the setting for cleaning, specify the storage period, and then click [OK].
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Conversion Settings Dialog Box

Use this dialog box to enable conversion of dictations and to select the format and attributes for
conversion.
Customize Notification Dialog Box

Select Items
Enable items to be displayed in a pop-up window.
Priority level (enabled, fixed)
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File name (enabled, fixed)
Author ID (Default: enabled)
Worktype ID (Default: disabled)
Folder (Default: enabled)
Received (Default: enabled)
Sender (Default: disabled)
Option items 1 to 10 (Default: disabled)
To change the display order, select an item, and then click the [UP] or [Down] button.
To restore the default settings, click the [Reset] button.

Automatic Closing
When [Close the notification window automatically] is enabled, a window is displayed only for the
period specified in the [Notification window display duration] box, and then is closed automatically.
For [Notification window display duration], specify the window display duration in the range of 3 to
30 seconds. (Default: 10 seconds)
Destination of Sent email Dialog Box


Click To, CC and/or BCC to input addresses.
The title and the body of the email can be entered in the “Subject” and “Note” sections, respectively.
E-mail Settings (GroupWise) Dialog Box
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
Specify the settings and click [Finish].
E-mail Settings (IMAP) Dialog Box


To configure advanced settings, click the [Advanced Settings] button.
E-mail Settings (Lotus Notes) Dialog Box
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
E-mail Settings (POP/SMTP) Dialog Box


To configure advanced settings, click the [Advanced Settings] button.
E-mail Settings (Select) Dialog Box

ODMS R6 Users
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
DSS Player Pro R5 Users

Select an email transmission/reception protocol for registration and click [Next].
The E-mail Settings dialog box for the selected protocol will appear.
Edit Job Data Dialog Box
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

Select an Author ID and Worktype ID from the list.
Enter the label name and value for Option Item.
Encryption Password Dialog Box

Dictation File Folder

Document Folder
To change the password, enter the new password and the confirmation, and then click the [OK] button.
If a dictation file folder has an encryption password configured, settings can be configured to specify the
encryption strength (password length).
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

The “Standard” setting encrypts using a 128-bit key. The “High” setting encrypts using a 256-bit key.
The encryption strength setting is applied only to files recorded in DSS Pro format. This setting is not
applied to the encryption of file recorded in DSS Classic format, WAV/WMA format, or any other
non-DSS Pro recording format.

The encryption strength cannot be specified in the case of an encryption password setting configured
for a document file or document file folder.

The password is the same in Standard mode and High mode. An encryption key, suitable for the
specified encryption mode, is generated from the password, with a key length that is in accordance
with the encryption mode set within the program.

In order to change the password, enter both [New password] and [Confirm password], then click the
[OK] button.
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Format Option Dialog Box

Checking the individual checkboxes causes the contents of their respective items to be applied to the
file name. Note that the checkbox for File Name must always be checked.


To change the order of items, select an item, and then click the [Up] or [Down] button.
You can set characters to put between items.
Select a character from the drop-down list:
[none]
[space]
-[hyphen]
. [period]
_ [Underscore] (Default)

Using Preview allows you to check the format of the changed file name.
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FTP Settings Dialog Box

Notification Window
Notification Window (Default)

Click the [Detail>>] button to display the Notification Window (Detail).
Notification Window (Detail)
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
Click the [Detail<<] button to return to the Notification Window.

Click
to close the dialog box.
Option Item Property Dialog Box
This allows you to set Option Items.


For the Label, any string can be entered using up to 16 characters.
The “Default value” will be used as the initial value for options which appears in the dialog boxes, such
as “Edit Job Data”, when the “Initial Value” is set to “Default”. The “Default value” can be set in the
digit number specified in “Starting/ending decimal place value of bar code scanning”.

For the “Initial Value”, the initial value type of the label when making a recording with a recorder is
selected by default.
Blank: The initial value has not been set.
Default: Uses the value specified in the “Default value” by default.
Last input value: Uses the last value input by the user as the “Initial Value” for the next recording.
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
For “Starting/ending decimal place value of bar code scanning” specify the cut-out range (start/end)
for bar code scanning.
Limitations on the Label
When using the DSS recording format, only up to eight characters in a registered Label
name string can be used. Subsequent characters are not recorded in a file.
Purge Settings Dialog Box
Enter individual items and then click [OK].

Enable the setting for purging, and then specify the storage period.
Recording Format Settings Dialog Box


Select the recording format from the Format drop-down list.
Select the bit rate and stereo/monaural settings for a specified recording format from the Attributes
drop-down list.
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Routing Settings Dialog Box
Enter items and then click [OK].
Dictation Sender
Specify the E-mail address or FTP profile of a sender for routing dictations.
Select E-mail or FTP in Protocol, and then specify the E-mail addresses or FTP profiles using [Address book]
in Sender. This setting cannot be registered unless an E-mail profile or FTP profile is first configured with the
Option Settings dialog box.
Destination for Dictation
Specify the folders used for routing dictations by clicking
.
Automatic Document Creation and Sending
When “Use automatic document creation and sending function” is enabled, starting up the Transcription will
automatically create a document, and exiting the Transcription will automatically cause the document to be
sent to the specified addressee. The document is created in accordance with the “Open word processor”
setting on the [Transcription] tab.
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Rule Settings Dialog Box

Specifying Both the Author and Worktype

Specifying the Author


Some functions specify only Author ID, while some functions specify both Author ID and Worktype ID.
Specify the dictation file Author ID, Worktype ID, and destination folder, and then click the [OK]
button.
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Set FTP Destinations Dialog Box

Click the [To] button to display the FTP Profiles dialog box, then select an FTP profile to use.
Supported Document Type Dialog Box


Enter the extension in [Supported document extension] then click [Add] to register it.
When removing one, select the extension in [Currently supported document extensions] then click
[Remove].

Click the [OK] button to reflect changes.
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Template Association Dialog Box


Specify a Worktype ID, Author ID, and a template file to be associated with a template.
Enter items and click [OK].
Worktype Property Dialog Box
Edit settings for Worktype ID, Option Item, and bar code entry.
Option Item
Set a Worktype ID and Option Item.
Enter a Worktype ID using up to 16 characters.
You can register up to 10 Option Items.

To add an Option Item, click the [Add] button, and then edit the settings in the displayed Option Item
Property dialog box. To enable an Option Item during recording with a recorder, check the checkbox
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for the label.

To change an Option Item, select a label, click the [Modify] button, and then edit the settings in the
displayed Option Item Property dialog box.


To delete an Option Item, select a label, and then click the [Remove] button.
To change the order of the Option Items, select a label, and then click the [Up] or [Down] button.
Restrictions about Option Items
If the recording format is DS2 when a dictation file is generated, 10 Option Items are
registered. However, if the recording format is DSS, only three out of the registered
Option Items are recorded.
Bar Code Input Option
Through bar codes, specify the method for entering the values of the individual Option Items registered in
the Option Item List.

In cases where [Batch scanning] has been selected for [Bar code entry option] in the Worktype
Property dialog box, a single bar code scan causes data to be applied to multiple Option Items. Use the
Option Item Property dialog box to specify the starting/ending digits for scanning.

In cases where [Individual scanning] has been selected for [Bar code entry option], a single bar code
scan causes data to be applied to a single Option Item. If multiple Option Items have been registered,
each scan causes data to be applied to the registered Option Items in the order done.
Description
This allows you to register the description of a Worktype. Enter up to 100 characters.
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9.3 Menu Lists
The functions of the individual commands on the menu bar are described below:
File menu
Command Names
Options
Exit
Functions
Sets up the operations of System Configuration Program
Finishes System Configuration Program
View menu
Command Names
Toolbar
Status Bar
Task Bar
Functions
Switches between display and non-display of the toolbar
Switches between display and non-display of the status bar
Switches between display and non-display of the task bar
Task menu
Items
Buttons
Functions
User Management
Switches the task to “user management”
Software Management
Switches the task to “software management”
Firmware Management
Switches the task to “firmware management”
Action menu
The commands shown on the Action menu differ depending on the selected task.
User management window
Software management window
Firmware management window
Help menu
Items
Contents
Check for Updates
About System
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Functions
Shows System Configuration Program Help
Access the Olympus Download server to check for an
updated version of System Configuration Program.
If a new version is present, a confirmation dialog box will
appear to ask if updating is to be executed.
If execution is selected, updates will be downloaded from
the server, and updating will begin.
Shows the version information of System Configuration
Program
9.4 List of Default Key Assignments
General
The table below shows the keys assigned to functions other than playing and recording of dictation files:
Command
*1
New Dictation
Edit Dictation*1
Start Voice Recognition
Property View
Hotkeys On/Off
Download All*1
Default Key
Ctrl+N
Ctrl+O
Ctrl+R
F11
Ctrl+Shift+M
*1:This is unavailable for Transcriptionists and Transcriptionist groups.
Playback Control
The table below shows the keys assigned for playing dictation files:
Command
Play/Stop
Stop
Fast Forward
Rewind
Next Index Mark
Previous Index Mark
Next Verbal Comment
Previous Verbal Comment
Jump to Top
Jump to End
Volume Up
Volume Down
Speed Up
Speed Down
Tone Up
Tone Down
Noise Cancellation Level*2
Insert Index Mark
Delete Index Mark
Dictation/Instruction Comment Mode
Switch Playback View Mode*3
Switch Remain/Length Indication*3
Back to the Main Window*3
Default Key
F9
F8
F7
Ctrl+Right
Ctrl+Left
Ctrl+Shift+Right
Ctrl+Shift+Left
Ctrl+Up
Ctrl+Down
Ctrl+Shift+Up
Ctrl+Shift+Down
Ctrl+Alt+Up
Ctrl+Alt+Down
Ctrl+Alt+I
F10
Ctrl+Shift+Z
*2: Each time this command is executed, the selection is switched in the following sequence,
Off=>1=>2=>3=>Off=>….
*3: This is unavailable for Authors and Author groups.
Direct Recording
The table below shows the keys assigned for recording dictation files.
These are available only for Authors and Author groups.
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Command
Record
Record Verbal Comment
Switch between High and Normal Priority
Switch between Conference and Dictation
Switch between Insert and Overwrite Mode
Pending Dictation
Finish Dictation
Change Saving Folder*4
Send / Don’t Send Finished Dictation*5
Delete Instruction Comment
Undo
Redo
Default Key
Ctrl+Alt+F1
Ctrl+Alt+F2
Ctrl+Alt+F3
Ctrl+Alt+F4
Ctrl+Alt+F5
Ctrl+Alt+F6
Ctrl+Alt+F7
Ctrl+Alt+F8
Ctrl+Alt+F9
Ctrl+Alt+D
Ctrl+Alt+Z
Ctrl+Alt+Y
*4: This changes the storage folder for the Save As dialog box to be shown when dictations are
finished. Each time the command is executed, the storage folder is switched to the next one.
*5: This specifies whether to enable or disable auto transmission regarding the Save As dialog box to
be shown when dictations are finished. Each time the command is executed, the auto
transmission setting is switched between [Enable] and [Disable].
Voice Recognition
Command
Send For Correction
Show Correction Dialog
Show Spell Dialog
Train Word
Add New Word
Start Dragon Audio Setup Wizard
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Default Key
Ctrl+Shift+F1
Ctrl+Shift+F2
Ctrl+Shift+F3
Ctrl+Shift+F4
Ctrl+Shift+F5
Ctrl+Shift+F6
Function Assignments for Function Keys
When System Configuration Progrm is launched, the table below shows the functions assigned to the
functions keys:
Function Key
Windows
[F1]
[F2]
[F3]
[F4]
[Ctrl]+[F4]
[Altl]+[F4]
[F5]
[F6]
[F7]
[F8]
[F9]
[F10]
Help display
Editing items
Search
[Shift]+[F10]
Displaying the context
menu
[F11]
[F12]
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Closing a window
Finishing an application
Updating a window
DSS Player Pro
Help display
Editing items
---
Finishing an application
Updating a window
Moving a window
Rewinding
Forwarding
Play/stop
Switching between
Dictation and Instruction
Comment modes
Displaying the context
menu
Hotkeys On/Off
10 Support Contacts
Inquiries Regarding Purchasing License Keys
When purchasing the following license keys, contact your dealer or distributor.


Dictation Module multi-license key
Transcription Module multi-license key
Inquiries Regarding Malfunctions
When making an inquiry, please let us know the following items of information and a detailed description of
the problem.





Type of PC (manufacturer and model name)
Memory capacity
Hard disk space
OS and version
Connected peripheral devices
For malfunctions and other problems, contact your dealer or distributor.
Other Support
Various kinds of information, including product specifications, connection with PCs, OS supporting status,
and Q & A, are available on our Web site. For the latest information, visit
http://www.olympus-global.com/en/global/
The information provided may be subject to change without notice.
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11 Glossary
Backup
After a folder's backup settings are configured, any file saved in the folder will be automatically
backed up to the other specified folder.
Citrix Presentation Server / XenApp
Product name of a client/server system that is called a virtual environment enabling operation
of applications running on a server or of the server PC desktop itself from a remote client PC on
the network. Diverse client operating systems are supported, including Windows, Macintosh,
Linux, etc. A Windows server can also be remotely operated from a smartphone or other
portable device Citrix client software supports.
Clean
A folder attribute and a way to delete files. Old files can be deleted through one of two methods:
by directly deleting them, or by moving them to the Recycle Box and then deleting them with
the delete option. Setting the Clean attribute enables automatic clean-up of old files.
Composite Mode
A mode for simultaneous operation of multiple standard USB classes when a recorder is
connected to a PC. Supported USB classes depend on the model. With the DS-7000/3500, three
classes (Audio, HID, Storage) are operated simultaneously. Audio class supports function as a
PC microphone and/or speaker, HID class supports button operations, and Storage class
supports operation as a removable disk. Smooth linking with each of the functions of the
Dictation Module and Transcription Module can be achieved by leaving the device USB
connection mode set to Composite Mode.
Direct Record
A recording method that enables connection of a microphone device to a PC and recording of
dictation data directly to the PC. Dictation can be directly recorded to a PC using an Olympus
Directrec Series or other specialized direct record device, or a recorder microphone connected
to the PC USB port.
DRM
This stands for Digital Rights Management. It is a general term for the technologies that protect
the copyrights of digitally-created contents and regulate the use and replication of them.
DSS
This stands for Digital Speech Standard.
This voice encoding standard has been developed by Olympus and two other companies. It can
downsize audio data while maintaining sound quality. All of Olympus professional recorder
models support DSS. DSS-compliant dictation files have the "DSS" extension.
DSS Pro
An audio standard enhanced from the classic DSS.
Key differences from the DSS standard include QP (Quality Play) mode for high-grade recording,
an increase from 16 to 32 in the number of settable index marks, support for dictation file
encryption, and support for verbal comment recording. DSS-compliant dictation files have the
"DS2" extension.
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FTP
This stands for File Transfer Protocol. This is a protocol used for transferring a file over a TCP/IP
network.
Hot Key
A function that allows an application or button operation on the device to be assigned to a key
on the keyboard, and then to be executed simply by pressing the key. It can be customized and
enables the user to work more efficiently by registering frequently used functions.
HTTPS
A protocol that integrates SSL (Secure Sockets Layer) encrypted communication into HTTP.
Instruction Comment
An Instruction Comment is an instruction or other message recorded for a Transcriptionist. It
can be recorded only with Direct Record and cannot be created when making a recording with
a standalone recorder. It is maintained as a file separate from a dictation file, and is recorded to
provide a Transcriptionist with instructions.
Job Data
A general term to refer to the Author ID, worktype, option item, comment, or other data that
can be specified for a dictation file by the Dictation Module or Transcription Module.
Such specified data items serve as keys for dictation file management, classification, and other
management.
Noise Cancel
An operation that reduces noise output by extracting and filtering out noise components from a
dictation file. The cancellation effect can be adjusted to three different levels.
MP3
An MPEG-1-based audio compression method. Like other major audio compression techniques,
it uses a lossy compression method that achieves a high compression rate by deducting less
audible portions from sound data. Playback is supported with Dictation Module and
Transcription Module. The file extension is MP3.
MSI Package
A Windows Installer-compliant package for installation. DSS Player Pro R5 executes the MSI
packages of modules when performing installations and upgrades.
OLE
When dragging and dropping a dictation file to a document file, it can be configured to be an
embedded object or a linked object.
Embedding causes audio data to be stored as-is, which results in a large volume of data.
However, even if the stored data is ported to another PC, it can be played back on the
destination PC as long as the PC has a player installed that can play back the applicable audio
format. In the case of a link, only the file name and path of the audio file is stored which means
a smaller volume of data, but playback cannot be performed if the document file is ported to a
location from which the audio data embedded in the file cannot be accessed.
Option Item
An item associated with a Worktype. Up to 10 items can be registered with combinations of
values.
Option Items can be input with tools such as Baltech Transponder or a bar code reader.
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Ownership
An attribute that, based on an Author's privilege, prevents a dictation file from moving to the
Finished folder in Transcription Module after the file has been transcribed. With this attribute
configured, the file is not moved to the Finished folder in Transcription Module when its
transcription has been completed.
Priority Level
This is represented by the 16 priority levels of 0 to 15, and allows the user to prioritize
dictations.
Proxy
This is a boundary that separates an internal network from the external Internet. It is a
computer or software that connects to the Internet on behalf of an internal computer that
cannot directly access the external network. A proxy centrally controls the access traffic
between the Internet and the internal network, and blocks unauthorized accesses.
Repository
A shared location for storing shared data under management by the System Configuration
Program. The Olympus Dictation Management System allows selection of two repository types:
a shared-folder configuration and a service program configuration. Internally, a repository
stores each user's and group's profile (application setup information), the software and device
firmware update programs, etc.
Standalone System
The basic system of Olympus Dictation Management System. It represents a system
environment in which Dictation Module and Transcription Module run on local PCs, and
management tools such as System Configuration Program are not used.
Storage Mode
Operation mode that causes a recorder's built-in memory or memory card to be recognized as
a removable drive when the recorder is connected to a PC. Normal removable disk operations
are supported, the same as with USB memory and other types of removable memory.
However, the recorder cannot be used as a PC microphone or speaker when it is connected in
Storage Mode. When using the recorder for direct recording, you need to switch to Audio mode,
Composite, mode, or some other operating mode in which the normal USB Audio class is
supported.
Terminal Service
This is a client service provided by Windows Server. It can execute applications and services
provided by the server on the client side. A separate license such as TS-CAL is required to use
this function.
VCVA
A capability that enables sound-initiated recording (called Variable Control Voice Actuator) in
order to improve usability and efficiency for prolonged recording. It halts recording after a
certain period of silence and resumes it in response to sound. The sound level to initiate
recording can be adjusted. A level setting optimized for a recording environment ensures
efficient recording. For recording intended for voice recognition, it is recommended to disable
the VCVA function.
Verbal Comment
A voice comment that is embedded in dictation file data. A verbal comment can be recorded
with a supported recorder. It is provided to transcribe audio data immediately after commentary.
A verbal comment is recorded at any position in a dictation file based on the need for
instructions.
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WAV
A standard dictation file format for Windows. It is also referred to as the WAVE format. The
specifications include the saving format for recording a digitally converted audio signal. The file
extension is WAV.
WMA
A standard audio format for Windows. This technology is a component of Windows Media, a
multimedia technology incorporated in Windows, and is a standard audio compression
technique. The file extension is WMA.
Workgroup System
It is one of the operating modes in ODMS which operates DM/TM remotely from some
administration software. The System Configuration Program can be used for remote Dictation
Module/Transcription Module setting configuration and updating. License Manager can be used
for central management of multiple user licenses.
Worktype
This is the data used to classify dictations. The user can classify the types and Authors of
dictations with the application by selecting a Worktype on the recorder when making a new
recording.
Using Option Items associated with a Worktype, additional attributes can be provided.
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Copyright© 2008-2012 OLYMPUS IMAGING CORP.

System Configuration Program

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